Executive Assitant and Operations Coordnator

Executive Assistant and Operations Coordinator

Soar Therapy & Integrated Wellness – Springfield, VA

Base pay range
$25.00/hr - $30.00/hr

About Us

Soar Therapy & Integrated Wellness is a trauma-informed, culturally responsive group practice in Springfield, VA. We provide mental health services, DBT groups, and wellness services for children, teens, and adults. Our team is collaborative, mission-driven, and passionate about holistic care.

Position Overview

We are seeking a highly organized and proactive Executive Assistant / Operations Coordinator to support practice leadership and ensure smooth day-to-day operations. This is a full-time, in-office position (with some flexibility) that blends executive support, operations, client relations, and light marketing.

The right candidate will be analytical, detail-oriented, relational, and confident—able to manage systems and numbers while also building trust with clients and staff.

Key Responsibilities

• Executive & Operations Support
• Manage CEO calendar, scheduling, and communication.
• Draft and send professional correspondence on behalf of leadership.
• Identify workflow bottlenecks and propose system improvements.
• Write and maintain SOPs and office procedures.
• Run payroll and track PTO requests.
• Support onboarding and training of new hires.
• Assist with HR tasks such as sorting resumes, first-round interviews, and policy enforcement.
• Oversee chart audits and ensure documentation meets compliance standards.
• Client Relations & Frontline Support
• Serve as a point of contact for client issues, balances, and account resolution.
• Handle sensitive matters with professionalism and care.
• Provide light phone coverage, including intakes and client inquiries. This is part of client relations, not a receptionist role.
• Ensure new client paperwork is complete and accurate before processing.
• Marketing & Community Engagement
• Coordinate practice participation in community events.
• Distribute marketing materials and represent the practice as an ambassador.
• Assist with logistics for panels, workshops, and events.
• Office Management
• Maintain supply inventory (printer cartridges, paper, snacks, etc.) and coordinate deliveries.
• Plan and coordinate staff events (holidays, work anniversaries, celebrations).
• Serve as the on-site contact for emergencies or vendor deliveries.

Required Skills & Qualifications

• 3+ years in an operations, administrative management, or executive support role.
• Strong attention to detail with proven ability to spot and correct errors.
• Proficiency in Quick Books, Microsoft Excel, Word, Outlook, and PowerPoint.
• Analytical mindset with ability to track numbers and interpret data.
• Excellent written and verbal communication skills.
• Confident relationship-builder, able to address performance or client issues calmly and professionally.
• Strong problem-solving skills; takes initiative and ownership of outcomes.
• Comfortable balancing both client-facing and analytical/operations work.
• Full-time, 30 hours/week.
• Health, dental, and vision insurance.
• Paid time off and holidays.

To Apply

Submit your resume and a brief cover letter highlighting how your skills in operations, client relations, and systems management align with this role.