Job Description

Part-Time Administrative Assistant (In-Person)

Please read the full posting carefully -- application instructions at the end

About New Moon Psychotherapy

New Moon Psychotherapy is a trauma-informed, sex-positive psychotherapy practice located in Toronto's Fashion District. We specialize in trauma, sex, and relationship therapy, and are deeply committed to authentic, ethical, and evidence-based care.

Our administrative team plays a central role in client experience and clinic operations. We are looking for a thoughtful, organized, and emotionally attuned Administrative Assistant who understands that this role is about both systems and people.

This position is ideal for someone who is proactive, detail-oriented, and genuinely motivated to support clients who may be vulnerable, anxious, or distressed.

The Role

As our Administrative Assistant, you will be the first point of contact for many clients and a key support to our clinical team. You will help ensure that the clinic runs smoothly, professionally, and with warmth.

This is a part-time, in-person role.

Key Responsibilities

Client & Front Desk Support

Manage client bookings and scheduling using Jane Respond to phone calls, emails, and messages with professionalism and compassion Facilitate intake calls when needed Maintain confidential client records (digital and hard copy) in compliance with PHIPA Prepare and manage client paperwork, referral documents, and assessment measures

Clinical & Team Support

Provide administrative support to therapists and associates Support a calm, respectful, and collaborative clinic culture Assist with internal organization, team coordination, and occasional culture-building initiatives

Administrative & Quality Assurance

Process payments, follow up on outstanding invoices, and securely collect payment information Upload and manage secure documents Maintain accuracy across all administrative systems Report directly to the Clinical Director

Office & Operations

Ensure the physical office is organized, welcoming, and well-stocked Support day-to-day operational needs to keep the clinic running efficiently

Communications & Social Media Support

Assist with basic content creation for internal communications, social media, and the website/blog Support marketing and outreach tasks as needed

This Role Is a Good Fit If You:

Are highly organized and naturally think several steps ahead Can hold both structure and empathy when interacting with others Are calm and grounded when dealing with sensitive or emotional situations Enjoy working independently while staying connected to a team Take initiative, follow through, and care deeply about doing things well
Are comfortable with systems, processes, and technology

Requirements

Availability Monday-Saturday evening and daytime hours, with occasional on-call shifts Ability to work in personat our Toronto office (Spadina & Richmond) Prior administrative experience in a healthcare or wellness setting and/or
post-secondary education in Psychology, Sex & Gender Studies, or a related field (undergraduate and graduate students are encouraged to apply)

Excellent written and verbal communication skills in English Strong comfort handling confidential and sensitive information Experience with Jane (strong asset) Familiarity with Zoho Mail, Canva, Adobe, Zoom, and Windows Confidence learning new systems quickly

Personal Attributes We Value

Warm, professional, and emotionally intelligent Reliable, accountable, and detail-oriented Tech-savvy and process-minded Able to multitask without losing accuracy Respectful, ethical, and values-aligned Comfortable interacting with individuals experiencing distress or vulnerability

Application Instructions (Please Read Carefully)

We will only review complete applications submitted by email.

To apply, please email the following to hiring@newmoonpsychotherapy.ca
1. Resume
2. Cover letter explaining why this role and our practice are a good fit for you
3. Your availability (days and times)

Email subject line: Administrative Assistant Application

Applications submitted through Indeed will not be reviewed.

Incomplete applications will not be considered.

We appreciate the care and intention it takes to apply thoughtfully.

We look forward to hearing from candidates who feel genuinely aligned with our work and values.

Job Type: Part-time

Pay: $19.00-$20.00 per hour

Expected hours: 10 - 20 per week

Application question(s):

We are not accepting applications via indeed. Please refer to the original job posting and follow the outlined application instructions.
Work Location: In person