Executive Assistant – Psychology Practice

About the Role
We are looking for a proactive and highly capable Executive Assistant to provide dedicated support to a psychologist who runs a specialist concierge mental health practice.

The psychologist works with individuals who may have complex psychological needs and require highly personalised, responsive care. This role is ideal for an experienced Executive Assistant who can manage a busy schedule, communicate confidently with patients and external professionals, and keep day-to-day operations organised.

The successful candidate will work closely with the psychologist, anticipating needs, managing competing priorities and ensuring that important tasks are handled efficiently and discreetly.

Key Responsibilities
● Manage the psychologist's calendar, appointments and daily schedule.
● Coordinate meetings, treatment-related arrangements, retreats and other commitments.
● Communicate with patients, healthcare professionals, psychologists, psychiatrists and external service providers by phone and email.
● Screen and prioritise incoming communications, escalating urgent matters appropriately.
● Draft, review and summarise emails and other correspondence.
● Coordinate personal and professional appointments, including medical and wellness arrangements.
● Manage follow-ups, reminders and outstanding tasks to ensure nothing is overlooked.
● Assist with streamlining workflows and improving calendar and scheduling processes.
● Identify opportunities to use technology and automation to reduce repetitive
administrative work.
● Provide general executive and administrative support as required.
● Handle confidential information with exceptional discretion and professionalism.

Requirements

● Proven experience as an Executive Assistant, ideally supporting a senior professional, healthcare practitioner or business owner.
● Excellent calendar management, scheduling and organisational skills.
● Strong written and verbal English communication skills, including confidence speaking with patients and external professionals.
● Experience managing busy schedules and responding to changing priorities.
● Strong judgement and the ability to recognise when a matter requires immediate escalation.
● High levels of discretion and an excellent understanding of confidentiality.
● Strong computer skills and confidence using Google Workspace and other productivity tools.
● HIPAA certification, or willingness to complete certification before starting.
● Availability to work full-time during US Eastern Time hours.

Desirable

Experience

● Experience supporting a psychologist, psychiatrist, physician or other healthcare
professional.
● Familiarity with healthcare administration, patient confidentiality and HIPAA requirements.
● Experience with AI tools, calendar automation and workflow optimisation.
● Experience coordinating with multiple external providers and managing time-sensitive requests.

The Ideal Candidate:
You are proactive, dependable and exceptionally organised. You enjoy staying one step ahead, solving problems before they become bigger issues and bringing structure to a busy working environment.

You are also comfortable communicating with a diverse range of people, can remain composed when urgent requests arise and understand the sensitivity required when working in mental healthcare.

Confidentiality is critical. The practice works with high-profile individuals, including celebrities, and the successful candidate must demonstrate outstanding discretion and professionalism at all times.

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