Job Description

About the Role

We are a neuroscience-based trauma therapy centre seeking a highly organized, detail-oriented, and emotionally intelligent Operations & Marketing Assistant to support both front-desk clinic operations and marketing coordination.

This role is in-person and ideal for someone who thrives in a calm, professional environment and appreciates the importance of confidentiality and compassionate client communication.

Key Responsibilities

Clinic Administration (60%)

Reception and client support in a warm, professional manner Manage client scheduling, waitlists, and therapist calendars using Jane App Respond to email and phone inquiries with clarity and boundaries Maintain PHIPA-compliant documentation and records Coordinate new client intake and consent forms Support onboarding and administrative processes for clinicians and interns Maintain office organization, supplies, and clinic readiness

Marketing Support (40%)

Schedule and post content for Instagram & LinkedIn Format and upload Reels, create basic graphics in Canva Draft captions that align with our trauma-informed brand voice Use AI tools (e.g., ChatGPT, Jasper) to support copywriting and content repurposing Track simple engagement metrics and assist with brand consistency

Required Skills & Qualifications

Must-Have

2+ years of administrative experience in healthcare, mental health, or a related professional setting Experience with Jane App or similar EMR software Strong understanding of confidentiality and therapeutic boundaries Professional communication (written and verbal) Highly organized with excellent attention to detail Comfortable using Canva and social media management tools AI-literate (comfortable using ChatGPT or willing to learn quickly) Calm, grounded presence and emotional maturity

Preferred

Experience scheduling or coordinating within a multidisciplinary clinic Familiarity with trauma-informed language or mental health terminology Experience with automation tools (Zapier, Make), Notion, or Microsoft Teams

Who Will Thrive in This Role

You are detail-oriented, dependable, and take initiative You enjoy being the "steady point" in a caring, professional environment You value both precision (admin tasks) and creativity (social presence) You are comfortable supporting clients who may be experiencing stress or trauma You want to grow within a progressive, neuroscience-informed clinic
Job Type: Part-time

Pay: $26.00-$32.00 per hour

Work Location: In person