Position Overview
Living Well Counselling Services Ltd. Is seeking a highly organized, dependable, and people-focused Part-Time Executive Assistant to support our Calgary-based counselling practice.
The Executive Assistant will play an important role in keeping our offices organized, welcoming, and running smoothly while providing administrative and operational support to our leadership and clinical teams. This person will be a key point of contact for client inquiries and will ensure our team has the resources, systems, and support they need to do their best work.
We are looking for someone who is proactive, adaptable, and comfortable wearing many hats. No task is too big or too small. You are someone with a genuine “can-do” attitude who notices what needs to be done, takes initiative, follows through, and is willing to jump in whenever needed to help the team succeed.
Who This Role May Be a Great Fit For
This position may be particularly well suited to someone who:
· Has previous experience as an Executive Assistant, Administrative Coordinator, HR professional, or in a similar administrative role.
· Is a parent looking to re-enter the workforce after their children have started school.
· Is an experienced full-time professional looking to transition to part-time work and create greater work/life balance.
· Is an experienced retiree looking for meaningful part-time employment.
· Is currently working part-time and would enjoy being part of a positive workplace culture focused on community, connection, burnout prevention, and helping Calgarians improve their mental health.
· Enjoys being the person who keeps things organized, follows up on details, and makes sure things get done.
Most importantly, we are looking for someone who takes pride in their work and wants to contribute to a workplace where people genuinely care about one another and the work they do.
Key Responsibilities
Intake & Client Support
· Serve as the intake coordinator, responding to client inquiries promptly and compassionately via phone and email.
· Assess client needs and match them with the most appropriate therapist based on presenting issues, therapist specialization, availability, and client preferences.
· Support therapists with intake-related questions and administrative needs.
· Update and maintain therapists’ schedules and availability.
· Monitor intake flow and maintain an up-to-date understanding of therapist availability and caseload capacity.
· Prepare reports and track intake activity and other relevant information.
· Identify and communicate trends, client demand, and overall intake activity to the Director of Practice Operations, identifying areas of opportunity, concern, or need.
Office Administration & Operations
· Provide day-to-day administrative support to the Calgary office and Leadership team.
· Support the Leadership Team with calendar and schedule management, including coordinating meetings and appointments, tracking deadlines, setting reminders, and following up on outstanding tasks and commitments.
· Monitor and maintain appropriate stock levels of office supplies and purchase supplies as needed.
· Monitor office tidiness and performance of cleaning company and bring forward any concerns to the Leadership Team.
· Organize and maintain electronic documents, files, and administrative records.
· Create, format, organize, and maintain documents, spreadsheets, forms, and other materials.
· Prepare and update employee/contractor documentation and contracts as required.
· Assist with Accounts Payable, month-end processes, and other financial administration.
· Assist with identifying opportunities to streamline administrative processes and improve office efficiency.
· Complete other administrative and operational duties as assigned.
Team Member Onboarding & Support
· Coordinate and support the onboarding of new team members, including preparing contracts, documents, orientation materials, and other resources.
· Provide administrative support and respond to team members’ questions, including basic inquiries related to Jane Software, escalating more complex issues when needed.
· Assist the leadership team with various team initiatives, administrative tasks, and projects as required.
Team Culture & Community Building
· Help foster a positive, connected, and welcoming workplace environment.
· Assist with birthday program and other recognition initiatives.
· Coordinate staff gatherings, celebrations, and team-building activities.
· Coordinate and schedule Peer Case Consultations & prepare CEU certificates.
· Be attentive to team dynamics and morale and communicate relevant observations or concerns appropriately.
Qualifications & Skills
· Minimum 2 years of administrative experience, preferably in a client-focused, healthcare, counselling, professional services, or office environment.
· Previous experience as an Executive Assistant, Administrative Coordinator, HR professional, or in a similar role is an asset.
· Strong organizational skills and exceptional attention to detail are essential.
· Excellent written communication skills, including grammar, spelling, and email etiquette.
· Strong telephone communication and interpersonal skills.
· Excellent time-management skills and the ability to manage multiple priorities while meeting deadlines.
· Proficiency with Google Workspace is required, including Google Drive, Docs, Sheets, Calendar, & Gmail. Strong computer skills and the ability to quickly learn and confidently navigate new software systems and technology are essential.
· Experience with Jane Software is an asset.
· Previous payroll or Accounts Payable experience is an asset.
· Ability to work independently, take initiative and recognize what needs to be done without always being directed.
· A warm, professional, and approachable communication style.
· Interest in psychology, mental health, or related fields such as counselling or social work, an asset.
· Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
What We Offer
· Approximately 10-20 hours per week in a consistent, scheduled, part-time position.
· A welcoming and supportive workplace where community and connection are valued.
· A workplace culture that recognizes the importance of employee well-being, connection, and burnout prevention.
Compensation
· $22-35 per hour based on experience and qualifications.
· This is a contractual position for approximately 10-20 hours per week. The contractor maintains flexibility and control over their work schedule, within the general needs of the role.
Tools and Equipment
· The contractor is responsible for providing their own tools and equipment needed to perform the duties of this role. This includes a reliable laptop, office supplies, and a phone (personal or business line, at their discretion).
How to Apply
Please submit your resume, cover letter, and a short introduction video to [email protected]
Please include your hourly wage expectations, hours of availability, and available start date in your application.
DUE TO THE LARGE VOLUME OF APPLICANTS WE RECEIVE, ONLY SUCCESSFUL APPLICANTS WILL BE CONTACTED. Thank you for understanding.
