Executive Assistant & Client Care Coordinator (Bilingual Spanish/English – C2 English Required)

Remote | Bilingual Spanish/English | C2 English Required

We are seeking an organized, resourceful person to support the founders of a growing psychotherapy practice and several other companies and projects.

This role combines client care with hands-on administrative and executive support. You’ll answer calls, help clients, manage schedules, track follow-ups, and help keep daily operations moving. You’ll also support the founders across their other businesses as needs arise—whether that means helping onboard a new therapist, organizing an outreach effort, learning a new system, or preparing content.

We’re looking for someone who enjoys administrative work, learns the rhythm of a busy team, notices what needs attention, and takes initiative while keeping others informed.

Client care and scheduling

• Answer and return calls, texts, and online inquiries in English and Spanish.
• Help prospective and current clients with intake, scheduling, cancellations, and follow-ups.
• Maintain accurate therapist calendars and scheduling records.
• Communicate with warmth, clarity, and discretion.

Executive and team support

• Assist the founders with administrative tasks, coordination, research, and projects across their companies.
• Track priorities, deadlines, and next steps so work does not get lost.
• Support therapists with administrative needs.
• Assist with onboarding and offboarding, time-off coordination, and tracking required documents.

Operations and accounts receivable

• Keep task lists, internal documents, and workflows organized and current.
• Track self-pay and insurance accounts receivable and coordinate payment follow-ups with the billing team.
• Learn new systems and processes as the businesses grow.

Outreach and content

• Help contact and follow up with prospective referral partners and community organizations, including by phone.
• Write and prepare emails, social media posts, and other content in clear, natural English.
• Help maintain content calendars, schedule posts, and track follow-ups across projects.

• C2-level English proficiency is required. Please do not apply if your English is below C2 level.
• Full bilingual fluency in English and Spanish, including the ability to handle professional calls in either language.
• Excellent English writing skills.
• A warm, confident phone presence and genuine enjoyment of helping clients.
• Strong organization, attention to detail, judgment, and follow-through.
• Comfort with varied administrative work, including routine tasks and new projects.
• The ability to take an assignment, identify the next steps, and move it forward without needing every step spelled out.
• Strong technology skills and confidence learning software, troubleshooting routine issues, and using AI tools thoughtfully.
• Experience with Microsoft 365, including Outlook, Excel, Word, and Teams. Experience with Trello, GoHighLevel, IntakeQ/PracticeQ, Canva, ChatGPT, or Claude is helpful.

This is a remote role with a Miami-based team. You must be available Monday through Friday, 9:00 a.m.–6:00 p.m. Eastern Time.

Our team works together in a live virtual office. You must be comfortable working on camera during scheduled working hours, apart from normal breaks, and staying responsive throughout the day.

• You’ll need a quiet workspace, your own computer and iPhone, a headset, at least two screens, and reliable high-speed internet.