Administrative Assistant w/Marketing Mindset

Psych Garden - Belmont, MA 02478

Growing mental health facility has an opening for an administrative assistant. This busy clinic is in need of a reliable and detail oriented person to help handle the many administrative tasks and ensure the day-to-day activities of the the office run smoothly.

As the administrative assistant you will directly support the administrative/office manager, business owner and clinical staff. As the main point of contact for patients and staff, you must be attentive, responsive and able to communicate clearly. We are looking for a master muti-tasker with excellent organizational skills and the ability to prioritize. Someone that isn’t afraid to ask questions to make sure the job is done correctly, but can also problem solve. The ideal candidate will have the ability to create emails and event invites marketing the business, along with an interest in managing our social media presence (however, this is not the primary role of the position)

As part of a two person administrative team, you will need to be aware and in tune with all activity taking place in the office. You should be able to anticipate and manage the needs of the office, patients and staff with little direction. To succeed in this position, you must be able to take initiative and be willing to help out however needed.

Key administrative responsibilities:

Greet patients.

Answer and return phone calls and emails.

Serve as head coordinator of new patient scheduling.

Schedule appointments for patients and providers.

Scan, fax and file various documents.

Generate weekly productivity reports.

Ensure all supplies are adequately stocked and order when inventory is low.

Fold, stuff, seal and stamp monthly statements.

Keep the office neat, clean and organized at all times (includes taking out trash, light vacuuming).

Run errands (post office, bank, purchasing supplies)

Coordinate and manage email lists with Mailchimp.

Prepare marketing / promotional materials.

Coordinate mailings for upcoming events and training seminars.

Prepare space for events. Includes signage, food purchasing and preparation, moving of furniture as needed and overall appearance and presentation of event.

Update website.

What we are looking for:

A personable, yet professional demeanor.

Very customer service oriented.

Strong organizational skills.

Exceptional attention to detail.

Excellent interpersonal, communication and writing skills.

Ability to work independently, as well as within a team.

Motivation to learn and ask questions.

A willingness to help out wherever needed.

A show of initiative.

Strong computer skills.

Ability to handle sensitive and confidential matters discreetly and in accordance to HIPAA guidelines.


Minimum of a high school diploma. College experience preferred.

Minimum of one year applicable work experience required.

Ideal candidate will have experience with Wordpress.


Position is a non-exempt, in office, full time, hourly position (35 - 40 hours per week).

Schedule is Monday - Friday between the hours of 9:00am - 6:30pm (exact hours to be determined with applicant)

Generous PTO

401K with matching

Health insurance reimbursement

Attention - In the recruitment process, legitimate companies never withdraw fees from candidates. If there are companies that attract interview fees, tests, ticket reservations, etc. it is better to avoid it because there are indications of fraud. If you see something suspicious please contact us: [email protected]