Executive & Administrative Assistant

Help Shape the Future of Mental Health Care

Behind every client who feels heard, supported, and cared for is a team of people working thoughtfully behind the scenes. As our Executive and Administrative Assistant you'll play an essential role in creating that experience while providing executive support to our Founder & Clinical Director and helping our growing team operate smoothly.

If you're highly organized, proactive, enjoy supporting others, and take pride in doing meaningful work, we'd love to hear from you.

About MindSeed Health

MindSeed Health is a trauma-specialized psychotherapy practice providing virtual therapy across Ontario. We work with individuals, couples, and families experiencing trauma, anxiety, depression, relationship challenges, and other mental health concerns.

Our team is committed to providing thoughtful, evidence-based care while creating an exceptional experience for every client who reaches out to us. We believe that compassionate care extends beyond the therapy room, and every interaction matters.

As we continue to grow, we're looking for someone who shares our values and wants to play an important role in supporting both our clients and our team.

Your Role at MindSeed

This is a dynamic role that combines executive assistance, client care coordination, and administrative responsibilities. No two days are exactly the same.

You'll work closely with our Founder & Clinical Director while also helping ensure our clients receive a seamless experience from their first point of contact through their ongoing care.

If you enjoy variety, take initiative, and love bringing structure and organization to a busy environment, you'll thrive in this role.

Client Care & Intake Coordination

• Respond to prospective client inquiries via phone and email.
• Conduct intake calls and help match clients with the most appropriate clinician.
• Coordinate scheduling and appointments for clients and clinicians.
• Assist with insurance inquiries, billing, and administrative client support.
• Ensure every client receives a warm, professional, and seamless experience throughout their journey with MindSeed.

Executive Support

• Manage calendars, scheduling, and administrative tasks for the Founder & Clinical Director.
• Assist with email management and correspondence.
• Coordinate meetings, projects, and follow-up tasks.
• Provide both professional and personal executive support as needed.
• Help keep priorities organized and projects moving forward.

Administrative Support & Team Projects

• Assist with website updates, newsletters, and marketing initiatives.
• Support workshops, special projects, and other team initiatives.
• Conduct research and assist with a variety of administrative projects.
• Help improve systems and processes that support our growing practice.

Who We're Looking For

The right person for this role is warm, highly organized, proactive, and takes pride in producing exceptional work. They communicate professionally, enjoy supporting others, and thrive in a fast-paced environment where no two days are exactly the same.

• Take initiative and look for ways to make things easier before someone has to ask.
• Are exceptionally organized and enjoy bringing structure to busy, fast-paced environments.
• Communicate with warmth, professionalism, and confidence.
• Can confidently manage multiple priorities without sacrificing attention to detail.
• Enjoy supporting others and take pride in delivering exceptional client experiences.
• Are resourceful, adaptable, and comfortable working independently while collaborating with a team.
• Handle confidential information with professionalism, discretion, and sound judgment.
• Thrive in a fast-paced environment where priorities can shift throughout the day.
• Enjoy a role that offers both routine responsibilities and the opportunity to contribute to new projects and initiatives.

Qualifications & Experience

• Has at least 5 years of experience in an Executive Assistant, Administrative Assistant, Client Care Coordinator, Medical Office Administrator, or a similar administrative support role.
• Holds a university degree.
• Has exceptional written and spoken English communication skills.
• Has excellent organizational, time management, and problem-solving skills.
• Is highly proficient with technology and able to learn new systems quickly.
• Has experience working with Canadian or U.S.-based companies (considered an asset).
• Has education or experience in psychology, counselling, social work, or another mental health-related field (considered an asset).

Compensation & Logistics

• Location: Fully remote.
• Employment Type: Full-time.
• Start Date: As soon as possible.
• Working Hours: Monday to Friday, 9:00 AM – 5:30 PM ET.
• Compensation: $1,200–$1,500 CAD per month, depending on experience.
• Equipment: Candidates must have a reliable computer, high-speed internet connection, and a quiet, professional home office suitable for client calls.

Hiring Process
Thank you for your interest in joining MindSeed Health.

Due to the volume of applications we receive, only candidates selected to move forward will be contacted.

Shortlisted candidates will be invited to complete a take-home assessment. Following our review of the assessment submissions, a select number of candidates will be invited to participate in the interview process.

We appreciate your interest in MindSeed Health and thank all applicants for their time and consideration.