Full-Time Administrative Assistant (On-Site)

Insight Carolinas • Charlotte, NC

3d • Onsite

About The Position

Insight Carolinas is seeking a full-time Administrative Assistant for its Charlotte, North Carolina office. The practice specializes in psychological assessment and psychotherapy and provides therapy services through private insurance, Medicare, and Medicaid. The Administrative Assistant is the first point of contact for clients and helps maintain a welcoming, organized, and efficient office environment. The role works closely with on-site and remote clinical and administrative team members.

This is an on-site position averaging 36–40 hours per week, typically across four full workdays, with the possibility of a shorter fifth day depending on practice needs. The role supports daily clinic operations, client communication and scheduling, payments, records, and other administrative work.

Requirements

• Associate's degree required.
• Strong communication and interpersonal skills with a client-centered approach.
• Proficiency with Microsoft Office Suite and the ability to learn new electronic systems quickly.
• Excellent organizational skills and attention to detail.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Reliable, professional, and punctual.
• Ability to collaborate effectively with in-office and remote team members to ensure seamless communication and workflow.
• Collaborative team player with the ability to work independently when needed.

Nice To Haves

• Bachelor's degree preferred.
• Prior administrative, medical office, reception, or customer service experience preferred.

Responsibilities

• Open the office and prepare the clinic for daily operations.
• Greet clients and visitors in a warm, professional, and compassionate manner.
• Process client payments and maintain accurate payment records.
• Schedule post-testing feedback appointments and other follow-up visits.
• Contact clients who are late for appointments and assist with appointment-related communication.
• Answer incoming phone calls and respond to general inquiries.
• Assist new and existing clients throughout the scheduling and intake process.
• Send assessments, forms, and practice-related documentation to clients as needed.
• Sort, distribute, scan, and electronically file incoming mail and documents.
• Maintain accurate client records within the practice management system.
• Assist clients with questions and administrative needs while in the office.
• Collaborate with providers and administrative team members to ensure efficient workflow.
• Support general office operations and administrative projects as assigned.

Benefits

• Safe Harbor 401(k) with dollar-for-dollar employer match on the first 3% of employee contributions and a 50% match on the 4th and 5th percent.
• BCBS health insurance.
• Aflac supplemental insurance options.
• Paid holidays.
• Paid vacation and sick leave.
• Supportive and collaborative work environment.
• Opportunity for growth within an expanding organization.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree