Tenacity Psychological Health Services is a growing psychology clinic providing therapy and psychological assessments to trauma survivors and and forensic clients. We’re a supportive, collaborative, and genuinely fun team that cares deeply about the work we do.
We’re looking for an Administrative & Executive Assistant who enjoys variety in their day. Some days are fast-paced and busy, while others are quieter, we’re looking for someone who is comfortable with both and can flex as the workload changes. We strive to be a practice that has outlined duties, but each member of the team is willing to work with and help the others out where needed.
This role is also ideal for someone who loves organization and bringing structure to busy environments, while also remaining flexible and open-minded with systems that have multiple ways to do things. As a newer practice, some of the role will include trial and error and helping to establish systems that work. Our executive lead has ADHD, so we’re specifically looking for someone who enjoys keeping systems organized, helps prioritize tasks, and ensuring nothing slips through the cracks.If you enjoy being the person who keeps things running smoothly, this role may be a great fit.
There are two top qualities for candidates: It's most important that you are warm, compassionate, and can stay kind when managing clients who sometimes present with highly charged emotions (everything else is trainable). We do not tolerate abuse from our clients, but patience and understanding is key in this role. The second is that you are self-motivated. There will be a ton of feedback while training, but as soon as trust is established
This is a hybrid, position with some in-office days to be determined. If the administrative assistant prefers in-person work, that is also an option.
What You’ll Be Doing
You’ll help keep both the clinical and administrative sides of the practice running smoothly. Responsibilities include:
- Answering telephones & responding to client inquiries with warmth and professionalism
- Scheduling consultations, therapy sessions, and meetings
- Managing clinician calendars (Jane + Google Calendar)
- Creating client profiles and sending welcome information
- Ensuring intake forms, consents, and required documentation are completed
- Gathering intake information for assessments and forensic referrals
- Coordinating with clinicians, clients, and referral sources
- Organizing confidential client documentation and digital folders
- Managing emails, voicemails, and follow-ups
- Assisting with service agreements and documentation
- Supporting clinician scheduling, memberships, and training coordination
- Tracking active clients and assisting with discharge processes
- Providing general administrative support as needed
You might be a great fit if you:
- Work well independently and take initiative
- Have primarily day time hours but want to set your schedule (Current admin 10- 4pm- we can change this and are flexible)
- Are highly organized and naturally detail-oriented
- Enjoy helping bring structure and organization to busy environments
- Are comfortable with a workload that varies from busy to lighter periods
- Communicate warmly and professionally with clients and professionals
- Are comfortable learning new systems and technology
- Value meaningful work in a mental health setting
- Have Experience with scheduling and administrative coordination
- Proficiency with Google Workspace and OneDrive
Requirements
- Strong organizational and multitasking skills
- Professional, warm, and client-focused communication
- Ability to work independently in a remote environment
- High level of confidentiality and attention to detail
- Comfortable using technology and learning new systems
Preferred (Nice to Have)
- Administrative experience in healthcare, psychology, and comfortability in legal settings
- Experience with Jane App or similar systems
- Experience supporting executives or multiple professionals
- Experience working with confidential client information
- Comfortable interacting with individuals with heightened emotions seeking mental health support
- Ability to remain calm and professional with high-needs clients
Why Join Tenacity?
- Supportive and collaborative team
- Meaningful work helping individuals and families
- Flexible schedule
- Hybrid work environment
- Company events
- Work from home flexibility
Work Location: WFH & 8th street & 17th Ave SW
Pay: From $20.00 per hour
Benefits:
- Company events
- Flexible schedule
Work Location: Hybrid remote in Calgary, AB T2R 1K1
