Practice Manager & Personal Assistant to the CEO

Location: Tampa, FL (Primarily Remote)
Type: Full-Time
Experience: 5+ Years in Private Practice Administration
HIPAA Compliance: Required (or willingness to complete training within 30 days)

About Tampa Therapy

Tampa Therapy is a highly regarded, women-owned private therapy practice with a decade-long legacy of providing evidence-based mental health care in the Tampa Bay area. We started this business with one chair, in only one therapy room, with one mission – evolve mental health in Tampa Bay.

This goal has transformed into a leader within our community known for our compassionate, client-centered approach and expertise in trauma and PTSD, anxiety, depression, and relationships. We are considered the most trusted, client-centered, qualified, evidence-based, and ethically-driven practice in the area. Our team is purpose-driven and deeply invested in the well-being of our clients and community.

We are expanding and seeking a highly qualified Practice Manager & Personal Assistant to become a foundational member of our leadership operations.

This is more than just a job. It’s an opportunity to join a team committed to excellence in care, integrity in leadership, and meaningful work that changes lives.

Role Summary

This role is fundamentally about client engagement. As the operational heartbeat of the practice, you will shape how clients experience Tampa Therapy—from their first inquiry to ongoing care. The through-line of this position is exceptional client service, delivered through thoughtful systems, timely communication, and consistent follow-through.

Social media is not just a marketing task here; it’s a tool for reinforcing the trust, credibility, and warmth that define our client experience.

This hybrid position combines operational leadership of the practice with personal executive support to the CEO. The ideal candidate is organized, emotionally intelligent, technologically adept, and highly professional. You will play a critical role in ensuring the business runs smoothly while supporting the CEO in both professional and personal capacities.

While this position is primarily remote, candidates must live in the Tampa Bay area and be available for occasional in-person errands or office support.

Work Schedule

Required Availability:

• Monday – Thursday: 8:30 AM – 6:45 PM
• Friday: 8:30 AM – 4:00 PM

You must be reachable during business hours for real-time scheduling, billing, and client communications. The workload balances out to approximately 40 hours/week as has been our experience over the past five years.

Key Responsibilities

Practice Management

• Respond to all client and inquiry messages within one hour during business hours
• Schedule and onboard new clients, manage therapist availability
• Educate clients on out-of-network billing, verify benefits, and assist with forms
• Manage weekly invoicing and payments using QuickBooks Online and ERP tools
• Monitor and correct billing issues or scheduling discrepancies
• Ensure timely intake paperwork, consent forms, and documentation completion
• Coordinate client cancellations, reschedules, and provider communications
• Oversee basic office supply inventory and occasional on-site restocking

Client Relations

• Handle sensitive client interactions with empathy, discretion, and clear boundaries
• Maintain professionalism in emotionally complex situations
• Guide prospective clients from inquiry to booked appointments with warmth and clarity

Executive Support (CEO)

• Calendar management, travel booking, personal errands, and online orders
• Assist with personal/family event planning, special projects, and task follow-through
• Liaise with external vendors, contractors, and service providers

Marketing & Branding

This component is secondary to the core responsibilities, but ideal candidates will feel comfortable supporting brand presence in a thoughtful, HIPAA-compliant way. We use AI tools to support content ideation and drafting, but we need your help in curating, editing, scheduling, and posting that content consistently

• Publish social media content (primarily Instagram) to reflect the practice’s voice and values
• Support internal communication efforts and assist in promoting events or awareness campaigns related to the practice
• Track engagement and help increase visibility in the Tampa mental health community
• Coordinate light marketing initiatives as directed

Technology & Tools

You should be comfortable using and learning a variety of business tools:

• AI Tools (ChatGPT, Gemini, or equivalent) for operational efficiency, communication, and content support
• QuickBooks Online (billing and invoicing)
• Credit Card Processing
• ERP/Practice Management Software
• Google Workspace (Docs, Sheets, Calendar, Gmail)
• Instagram (posting, stories, content scheduling)

Qualifications

Required:

• 5+ years administrative experience in a mental health or medical private practice
• Strong familiarity with HIPAA regulations (or willingness to complete training)
• Excellent written and verbal communication skills
• Proactive, detail-oriented, and highly organized
• Comfortable handling emotionally sensitive client situations
• Technologically competent; able to learn new tools quickly
• Based in the Tampa Bay area with reliable transportation for occasional errands
• References that validate your skill, discretion, and work ethic

Preferred:

• Understanding of mental health conditions and common treatment modalities (CBT, EMDR, etc.)
• Experience supporting a senior leader or founder in a hybrid personal/professional role
• Strong social media or light marketing skills
• Familiarity with QuickBooks and ERP software in a clinical environment

Core Competencies

• Client Experience Leadership
• Calendar & Inbox Mastery
• Financial Accuracy & Integrity
• Executive Discretion & Confidentiality
• Problem Solving & Systems Thinking

Physical and Work Environment Requirements

• Must be able to work from a computer and phone at a dedicated desk for extended periods
• May require travel up to 25% of the time within the Tampa Bay area for office tasks, errands, or in-person/office responsibilities
• Must be able to lift and carry light boxes or office supplies up to 25 pounds

What Success Looks Like

You know you're thriving in this role when:

• You’re the calm, confident first impression of our practice — clients feel seen, respected, and supported from their first contact.
• The CEO knows things are handled before she even asks.
• Systems run smoothly. Therapists are in sync. Clients don’t fall through the cracks.
• You anticipate what needs to happen next — and already have it in motion.
• The Instagram feed reflects the heart of our mission and the quality of our care.

What Makes You a Fit

You believe that therapy is sacred work. You honor confidentiality, respect boundaries, and understand that the details — the email tone, the billing accuracy, the timely reply — all shape a client’s experience of healing.

You’ll thrive in this role if:

• You treat others with warmth and professionalism
• You protect time, energy, and systems with healthy boundaries
• You anticipate needs before they arise
• You value excellence in execution, not just intent
• You want your work to matter every single day
• You can handle sensitive topics with empathy, and difficult conversations with tact

Why Work With Us

At Tampa Therapy, you're not just filling a role — you're joining a practice that leads with compassion, excellence, and purpose. As a member of our team, you’ll have the opportunity to work alongside and learn from Dr. Elyssa Barbash, a highly respected clinical leader whose vision for care, growth, and integrity has shaped a practice known across Tampa Bay. You will be valued, trusted, and treated as an integral part of the team — not just as an employee, but as a partner in delivering our mission.

Dr. Elyssa isn’t just a founder — she’s a clinician, community voice, and an operational partner who believes in developing the people around her. This role offers close access to decision-making, insight into the business of therapy, and opportunities to grow into a trusted extension of leadership.

• Be part of a mission-driven, trauma-informed practice serving the Tampa community
• Work with a compassionate and high-performing team that values collaboration
• Support a dynamic CEO and contribute to the evolution of a growing company
• Enjoy flexibility, meaningful work, and a role that makes an impact
• We aim to retain talent through trust, empowerment, and options for future growth, trauma-informed practice serving the Tampa community
• Work with a compassionate and high-performing team that values collaboration
• Support a dynamic CEO and contribute to the evolution of a growing company
• Enjoy flexibility, meaningful work, and a role that makes an impact
• We aim to retain talent through trust, empowerment, and options for future growth

Compensation

Total Compensation Range: $60,000 – $80,000 per year, depending on experience and performance. Opportunities for bonus based on performance.

Benefits: To be discussed during interview phase

Compliance Statement

This position requires full adherence to HIPAA and all state/federal confidentiality laws. Tampa Therapy is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment is at-will.

Final candidates may be subject to reference checks, background screening, and confidentiality agreements as a condition of employment.

How to Apply

Please submit the following:

• Your resume
• A short video introduction (1–2 minutes) on why you’re excited about this role
• Optional, but encouraged: Samples of any social media or written content you’ve created

We look forward to meeting you and learning more about how you can support our work and mission.

Job Type: Full-time

Pay: $60,000.00 - $80,000.00 per year

Work Location: Hybrid remote in Tampa, FL 33602