Executive Assistant — Psychotherapy Practice

Zeeva Behavioral Health•Sherman Oaks, CA

3d•Hybrid

About The Position

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. The primary responsibility is supporting our founder and keeping the business moving. The secondary responsibility is helping make sure our clients feel cared for along the way. 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."

Requirements

Experience in an administrative, executive-support, client-facing, customer-service, hospitality, healthcare, education, or other service-oriented role.
Excellent verbal and written communication.
Strong organizational skills and attention to detail.
Excellent follow-through and reliability.
Strong judgment and discretion.
Ability to manage multiple priorities and shifting deadlines.
Natural sense of urgency and responsiveness.
Comfort receiving feedback and learning quickly.
Ability to take initiative without constant direction.
Comfort communicating by phone, email, text, and other technology.
Strong computer skills and ability to learn new software quickly.
Ability to work primarily in person in Sherman Oaks.

Nice To Haves

Executive assistant or administrative coordinator experience.
Experience supporting an executive, founder, owner, or leadership team.
Project coordination or operations experience.
Behavioral health, psychotherapy, psychiatry, or healthcare experience.
EHR or healthcare scheduling-platform experience.
Insurance eligibility or benefit-verification experience.
Customer service, hospitality, admissions, enrollment, or consultative-sales experience.
Experience working in a fast-paced or growing organization.

Responsibilities

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, candidates, vendors, partners, and other stakeholders.
Help prepare leadership for meetings by gathering information and organizing relevant documents.
Anticipate needs before they become urgent.
Protect confidential and sensitive information with discretion.
Serve as a reliable point of coordination between leadership and the rest of the organization.
Keep projects moving from idea to completion.
Track deadlines, deliverables, owners, and next steps.
Follow up with team members when action items are outstanding.
Maintain organized task lists and project information.
Help leadership identify what needs attention now versus later.
Notice bottlenecks and help find solutions.
Coordinate multiple priorities without losing track of details.
Make sure meetings result in action rather than simply conversation.
Close loops and communicate when something has been completed.
Help implement new systems, processes, and organizational improvements.
Coordinate administrative priorities across the practice.
Help organize office systems, documents, supplies, and operational information.
Coordinate with vendors, service providers, and outside partners.
Help schedule interviews, meetings, training, and team events.
Support hiring and onboarding logistics as needed.
Help maintain accurate records and organized information.
Assist with special projects and time-sensitive requests.
Troubleshoot day-to-day administrative issues.
Pitch in wherever needed to keep the practice running smoothly.
Respond warmly and professionally to client questions by phone, text, and email.
Assist with scheduling, recurring appointments, cancellations, and appointment changes.
Help prospective clients move through the administrative steps necessary to begin care.
Gather demographic and insurance information accurately.
Assist with insurance eligibility and benefit-verification processes.
Follow up with prospective clients who have not yet scheduled.
Help identify administrative barriers that may prevent someone from accessing care.
Help clients navigate paperwork and other non-clinical administrative needs.
Support clients when clinicians' availability changes.
Help coordinate non-clinical transfers and transitions when appropriate.
Route clinical questions to the appropriate clinician and follow up to make sure the client receives an answer.
Track open client-care issues through resolution.
Help clients reconnect after cancellations or interruptions in care.