Senior Administrative & Office Manager Mindful Therapies – Dartmouth & Halifax, NS
Mindful Therapies is looking for an organized, proactive, and capable Senior Administrative Support position to lead the administrative operations of our Halifax and Dartmouth clinics.
This is not simply a senior reception position. We are looking for someone who enjoys making a busy organization run well—someone who takes ownership, solves problems, supports a team, keeps things moving, and looks for better ways to do things.
What You'll Do
Administrative Operations
- Work collaboratively with four other administrative staff
- Coordinate daily administrative priorities and follow up to ensure tasks are completed
- Identify operational issues and ensure they are addressed
- Maintain efficient, professional, and welcoming clinic operations
- Look to improve administrative workflows, procedures, and systems
Keep Clients & Schedules Moving
- Monitor schedules, openings, cancellations, and waitlists
- Support rebooking and cancellation recovery
- Identify recurring schedule gaps and administrative barriers to booking
Oversee Billing & Accounts Receivable
- Monitor billing accuracy and timely submission
- Assist with reconciliation and resolving discrepancies
Support an Exceptional Client Experience
- Oversee phones, email, intake, and scheduling workflows
- Ensure client questions and administrative concerns receive timely follow-up
- Support a professional, responsive, and compassionate Front Desk experience
Who We're Looking For
We're looking for someone who is organized, resourceful, and naturally takes ownership. You don't wait to be told about every problem—you notice what needs attention, figure out what needs to happen, and follow through.
You're likely a great fit if you:
- Keep track of the details without losing sight of the bigger picture
- Value quality over quantity of work - accuracy and efficiency rather than multi-tasking
- Can juggle competing priorities and knows what needs attention first
- Is comfortable taking taking initiative and communicating needs
- Spots gaps, inconsistencies, and potential problems before they become bigger issues
- Enjoys finding practical ways to make processes more efficient
- Communicates clearly and professionally with clients, therapists, and colleagues
- Learns new technology and systems quickly
- Can work independently while knowing when to ask questions or escalate an issue
- Takes pride in creating an organized, positive, and professional environment
You Notice It. You Own It. You Do Something About It.
Experience
Experience with any of the following is an asset:
- Personal or professional wellness, mindfulness or mental health experience
- Healthcare or clinic administration- Min 3 yrs
- Jane
- Accounts receivable and reconciliation
- Third-party or government billing
- Scheduling and capacity management
- Integration of AI into software and systems
You don't need to know every system on day one. We're more interested in your ability to learn, organize, solve problems, and follow through.
Why Mindful Therapies?
You'll be joining a collaborative and growing mental health and wellness organization where your work directly contributes to the smooth operation of the clinic and the experience of our clients and therapists.
If you're someone who likes to take ownership, improve systems, support people, and make things work better, we'd love to hear from you.
To Apply: Please submit your resume and a brief cover letter outlining your relevant experience and why this role interests you.
Hours: Approximately 20-25 hours per week. Must be available to work at both the Dartmouth and Halifax locations.
Compensation: Hourly range is $22–$25.00/hour based on experience, with company benefits.
Pay: $22.00-$25.00 per hour
Expected hours: 20.0 – 25.0 per week
Benefits:
- Company events
- Flexible schedule
Experience:
- Administrative: 3 years (preferred)
Work Location: In person
