Part-Time Administrative Assistant

Company Description Colibri NeuroWellness is a multi-disciplinary clinic that brings together Psychologists, Clinical Social Workers, Psychotherapists, ADHD/Executive Functioning Coaches, Occupational Therapists, and psychology staff. The clinic offers a wide range of services that support mental health, emotional well-being, stress management, sensory needs, and neurocognitive functioning. Services include psychotherapy, counselling, coaching, occupational therapy, cognitive rehabilitation, and psychological assessment for concerns such as learning, attention, and cognitive functioning. Colibri NeuroWellness serves individuals across the lifespan - children, teens, adults, and seniors - as well as couples and families in a collaborative, client-centered environment.

Role Description The Part-Time Administrative Assistant will provide day-to-day administrative support to ensure smooth clinic operations at Colibri NeuroWellness. This on-site role, based in Waterloo, ON, includes greeting clients, answering and directing phone calls, managing email inquiries, and scheduling appointments. The Administrative Assistant will handle client intake forms, maintain accurate records, support billing and payment processing, and organize files and documentation. Additional responsibilities may include preparing documents and correspondence, coordinating with clinical staff to manage calendars, and assisting with general office tasks such as ordering supplies and maintaining a clean, professional reception area. This is a part-time position that requires consistent on-site presence during assigned clinic hours.

Qualifications

• Strong administrative assistance skills, including scheduling, record-keeping, and managing client files.
• Professional phone etiquette and interpersonal communication skills for client-facing and internal interactions.
• Executive administrative assistance capabilities, such as calendar coordination and supporting clinical staff with administrative tasks.
• Clerical skills, including data entry, document preparation, filing, and basic office software proficiency (e.g., email, word processing, spreadsheets).
• Ability to maintain confidentiality and handle sensitive information in accordance with privacy and healthcare standards.
• Detail-oriented, organized, and able to manage multiple tasks in a fast-paced clinic environment.
• Previous experience in a healthcare, mental health, or clinic setting is an asset.
• High school diploma required; post-secondary education in office administration, healthcare administration, or a related field is an asset.