Virtual Assistant/client Care Services

2 weeks ago

Calgary, Canada Tri Lotus Psychotherapy Inc. Full time

Join our Growing Team

Tri Lotus Psychotherapy is a heart-centred, values-driven practice grounded in the belief that healing happens through connection. Our vision is to honour pain and alleviate suffering through evidence-based therapy. We value authenticity, empathy, and genuine connection - showing up as humans first, always.

Our core values guide everything we do:
Authenticity. Compassion. Integrity. Inclusivity.

We’re currently seeking a proactive, detail-oriented **Virtual Assistant (VA)** to help keep our growing practice organized and thriving behind the scenes. This role is perfect for individuals who thrive in a remote work environment and are adept at managing multiple responsibilities efficiently.

This is a **contract position (15-20 hours/month)**, with oppportunity to grow. It is ideal for someone looking to build a long-term relationship with a growing mental health practice. We'd love for you to attend team meetings in-person; therefore, are looking for a virtual assistant that is located in Calgary, AB. Availability during the day - Monday to Friday - is essential to help us stay responsive and client-centred.

**Key Responsibilities**:
You’ll be supporting the clinic in a variety of ways, including:

- Managing the clinic inbox (client communication, forwarding messages, follow-ups)
- Scheduling and maintaining documentation using Jane App and Google Workspace
- Monitor Google Chat messages
- Coordinating new client intakes and keeping records organized
- Following up on outstanding invoices and failed payments
- Ensuring client forms and consents are complete and up to date
- Reaching out to clients who haven’t rebooked after consultation
- Assisting with onboarding new clinicians
- Update manuals with any new or changed processes
- Complete website changes, as needed (training will be provided)
- Assist with hiring (i.e. review resumes, conduct screening calls)
- Attending and taking notes during monthly virtual or in-person team meetings
- Reviewing contractor invoices and flagging discrepancies
- Complete SEO research and write blogs for the website
- Updating forms and templates in Jane App
- Helping with social media content, scheduling, or other creative projects as needed

**Qualifications**:

- Operates as a contract-based Virtual Assistant (registered business or equivalent)
- Proficient in Jane App and Google Workspace
- Prior experience supporting mental health or healthcare professionals is a strong asset
- Excellent written and verbal communication skills
- Able to work independently, manage multiple priorities, and solve problems quickly
- Based in or near Calgary, AB
- Available during business hours (8 AM - 5 PM MST)

If you’re passionate about mental health, love keeping things organized, and want to contribute to a meaningful practice, we’d love to hear from you.

**Job Type**: Part-time

Pay: $23.67-$25.13 per hour

**Benefits**:

- Flexible schedule
- On-site parking
- Work from home

Flexible language requirement:

- French not required

Schedule:

- Day shift
- Evening shift
- Monday to Friday
- Weekends as needed

Application question(s):

- Are you familiar with Jane app? Google Workspace?

**Location**:

- Calgary, AB (preferred)

Work Location: Remote

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