Executive Assistant — Psychotherapy Practice

Description

Executive Assistant — Client Care & Operations

Nobody calls a therapist on a good day.

Nobody calls a therapist on a good day.

Something happened. A relationship ended. A panic attack in the car before work. A child who isn't okay and a parent out of ideas. A loss. A diagnosis. A morning when getting out of bed stopped feeling possible.

By the time someone reaches out to Zeeva, something in their life often needs to change.

At Zeeva, the therapist owns what happens inside the therapy room.

Our Executive Assistant helps make sure everything around that care runs exceptionally well.

This role sits at the intersection of executive support, office operations, project coordination, and client care.

You will be a trusted partner to leadership — helping organize priorities, manage communication, track commitments, coordinate projects, and make sure important work moves forward.

At the same time, because we are a mental health practice, you will occasionally step into the client‑care experience itself: helping clients navigate scheduling, administrative questions, follow‑up, and other non‑clinical needs with warmth and professionalism.

We are looking for an Executive Assistant who is highly organized, proactive, emotionally intelligent, and exceptionally dependable. This is not a role for someone who wants to simply manage a calendar or wait for instructions.

We are looking for someone who sees what needs to happen, figures out the next step, communicates clearly, follows through, and closes the loop.

You will work closely with leadership and the broader Zeeva team to help manage the details that allow a growing behavioral health practice to operate smoothly.

Your day may include coordinating meetings, organizing priorities, following up on action items, preparing information for leadership, communicating with vendors or team members, helping move projects forward, troubleshooting administrative issues, and supporting the client experience when needed.

You will become someone leadership can trust to say, “I’ve got it.”

• Manage and coordinate leadership calendars, meetings, appointments, and scheduling priorities.
• Help organize leadership's daily and weekly priorities.
• Prepare meeting agendas, notes, documents, and follow-up items.
• Track commitments and make sure important action items do not get forgotten.
• Help manage executive email and communication workflows.
• Draft and organize correspondence, follow-ups, and internal communications.
• Coordinate meetings with clinicians