Executive Assistant (Bookkeeping - US-Based Mental Health Consultancy)

Role Overview:

As an Executive Assistant, you’ll act as the client's right hand—removing administrative load, managing calendar chaos, overseeing bookkeeping cross-checks, and keeping key operational processes moving. This role combines strategic assistance, personal project coordination, and operational support, ensuring the client can focus on high-impact consulting and clinical work.

Your Impact:

Your work will create calm in complexity. By anticipating needs, structuring workflows, and maintaining operational excellence, you’ll make a measurable difference in the client’s ability to serve patients, legal institutions, and mental health providers. You’ll transform administrative processes into streamlined, proactive systems—amplifying the overall impact of the client's mission-driven work.

Core Responsibilities:

1. Billing & Bookkeeping Oversight

• Cross-check entries from the bookkeeper
• Flag inconsistencies
• Generate summary reports

2. Calendar & Scheduling Management

• Manage complex scheduling across clients, legal teams, and practitioners
• Anticipate and resolve conflicts in real time
• Maintain alignment between personal and professional calendars

3. Document Drafting & Proofing

• Format legal and forensic documents, ensuring clarity and compliance
• Proofread for grammar, structure, and citation accuracy (APA preferred)

4. Daily Executive Support

• Run short accountability huddles
• Set reminders
• Organize and prioritize the client’s task queue

5. Inbox & Task Management

• Triage and respond to basic client inquiries
• Flag urgent issues
• Ensure follow-ups are tracked

6. Operations Coordination

• Execute SOPs for billing, reimbursements, and insurance workflows
• Recommend process improvements where needed

7. HR-Adjacent Projects

• Build staff rosters
• Setting up payroll
• Track benefits usage, staff documentation, and credentialing

8. Personal & Business Admin Support

• Book travel, hotel reservations, and personal appointments
• Manage errands and personal administrative tasks

RequirementsMust-Have:

• Highly organized, proactive, and self-managed
• Experience with bookkeeping and cross-checking financial data (QuickBooks or similar)
• Excellent written communication, research, proofreading skills
• High discretion, trustworthiness, and HIPAA-level confidentiality awareness
• Strong Microsoft Office proficiency (especially Excel, Outlook, and Word)
• Able to own and execute personal and business tasks without excessive handholding

Nice-to-Have:

• Background supporting clinical, forensic, legal, or healthcare professionals
• Familiarity with billing cycles and credentialing, specifically in mental health clinics
• Prior experience in legal proofing, APA citation formatting, or medical reports
• Project management experience using Excel, Notion, or similar tools

Benefits

• Monthly Compensation: Competitive salary
• Remote Work: Fully remote, flexible work hours
• Generous PTO: 15 days annually
• Holiday Adherence: U.S. holiday calendar
• Executive Coaching: Access to coaching and professional growth resources
• Infrastructure & Support: Fully managed payroll, HR, and compliance