Administrative & Psychological Executive Assistant

Tenacity Psychological Health Services is a growing psychology clinic providing therapy and psychological assessments to trauma survivors and and forensic clients. We’re a supportive, collaborative, and genuinely fun team that cares deeply about the work we do - and we also know how to keep things light and enjoyable along the way.

We’re looking for an Administrative & Executive Assistant who enjoys variety in their day. Some days are fast-paced and busy, while others are quieter, we’re looking for someone who is comfortable with both and can flex as the workload changes. We strive to be a practice that has outlined duties, but each member of the team is willing to work with and help the others out where needed.

This role is also ideal for someone who loves organization and bringing structure to busy environments, while also remaining flexible and open-minded with systems that have multiple ways to do things. As a newer practice, some of the role will include trial and error and helping to establish systems that work. Our executive lead has ADHD, so we’re specifically looking for someone who enjoys keeping systems organized, helps prioritize tasks, and ensuring nothing slips through the cracks. If you enjoy being the person who keeps things running smoothly, this role may be a great fit. It's most important that you are warm, compassionate, and can stay kind when managing clients who sometimes present with highly charged emotions (everything else is trainable). We do not tolerate abuse from our clients, but patience and understanding is key in this role.

This is a hybrid, mostly remote position with occasional in-office responsibilities in Calgary. If the administrative assistant prefers in-person work, that is also an option.

What You’ll Be Doing

You’ll help keep both the clinical and administrative sides of the practice running smoothly. Responsibilities include:

Answering telephones & responding to client inquiries with warmth and professionalism
Scheduling consultations, therapy sessions, and meetings
Managing clinician calendars (Jane + Google Calendar)
Creating client profiles and sending welcome information
Ensuring intake forms, consents, and required documentation are completed
Gathering intake information for assessments and forensic referrals
Coordinating with clinicians, clients, and referral sources
Organizing confidential client documentation and digital folders
Managing emails, voicemails, and follow-ups
Assisting with service agreements and documentation
Supporting clinician scheduling, memberships, and training coordination
Tracking active clients and assisting with discharge processes
Providing general administrative support as needed
You might be a great fit if you:

Work well independently and take initiative
Are highly organized and naturally detail-oriented
Enjoy helping bring structure and organization to busy environments
Are comfortable with a workload that varies from busy to lighter periods
Communicate warmly and professionally with clients and professionals
Are comfortable learning new systems and technology
Value meaningful work in a mental health setting
Have Experience with scheduling and administrative coordination
Proficiency with Google Workspace and OneDrive
Requirements

Strong organizational and multitasking skills
Professional, warm, and client-focused communication
Ability to work independently in a remote environment
High level of confidentiality and attention to detail
Comfortable using technology and learning new systems
Reliable availability Monday–Friday, 10:00 AM – 4:00 PM
Preferred (Nice to Have)

Administrative experience in healthcare, psychology, and comfortability in legal settings
Experience with Jane App or similar systems
Experience supporting executives or multiple professionals
Experience working with confidential client information
Comfortable interacting with individuals with heightened emotions seeking mental health support
Ability to remain calm and professional with high-needs clients
Why Join Tenacity?

Supportive and collaborative team
Meaningful work helping individuals and families
Flexible schedule
Hybrid work environment
Company events
Work from home flexibility
Work Location: Hybrid remote in Calgary, AB: Office location is currently in Midnapore, but will be relocating to 8th street & 17th Ave SW

Pay: From $20.00 per hour

Expected hours: 15.0 – 30.0 per week

Benefits:

Company events
Flexible schedule
Work from home
Work Location: Hybrid remote in Calgary, AB