Administrative Assistant

Administrative Assistant

Dawn Therapy Counseling Center

Location: Richmond Hill, ON

Job Type: Contract, In-Person

About Dawn Therapy

Dawn Therapy is a growing multidisciplinary mental health practice providing evidence-based, culturally informed psychotherapy and nutrition counseling to individuals, couples, and families. With a team of 30+ specialists, including Registered Psychotherapists, Social Workers, and a Registered Dietitian, Dawn Therapy is committed to cross-cultural care, clinical excellence, and accessible mental health support.

The practice offers inclusive, multilingual services in more than 13 languages, including Farsi, Hindi, and Spanish, tailored to multicultural and newcomer communities. Dawn Therapy is based in Richmond Hill, Ontario, and also provides virtual services across Ontario.

Role Overview

Dawn Therapy seeks an organized, professional, and reliable Administrative Assistant to provide daily administrative and clerical support to ensure efficient clinic operations.

This contract, in-person position is based in Richmond Hill, Ontario. The successful candidate will handle client communication, scheduling, intake, billing, documentation, and office coordination. Regular interaction with clients, clinicians, and team members is required, while maintaining a welcoming, respectful, and confidential environment.

Key Responsibilities

• Manage phone calls, emails, and client inquiries in a professional and timely manner.
• Schedule, reschedule, and coordinate client appointments.
• Maintain accurate client records and administrative documents.
• Support intake, billing, and payment-related processes
• Use Jane App and other practice management tools for scheduling and client coordination
• Prepare, organize, and update documents, files, forms, and databases
• Assist with faxing, scanning, emailing, and secure document handling
• Provide basic executive administrative support to practice leadership
• Support calendar management, meeting coordination, and office organization
• Communicate professionally with therapists, clients, and external partners
• Maintain confidentiality and follow privacy-sensitive administrative practices
• Adapt to changing priorities in a busy, dynamic clinical environment
• Manage multiple tasks at once while maintaining accuracy and professionalism

Qualifications

• Strong administrative assistance and clerical skills
• Excellent phone etiquette, communication, and interpersonal skills
• Experience with scheduling, documentation, data entry, and office coordination
• Ability to multi-task and manage competing priorities effectively
• Strong attention to detail, organization, reliability, and follow-through
• Proficiency with office software, email, fax, and practice management tools.
• Experience with Jane App is an asset
• Familiarity with healthcare, psychotherapy, or mental health settings is an asset
• Prior administrative experience is preferred
• Post-secondary education or training in office administration or a related field is preferred
• Ability to work independently and collaboratively with a multidisciplinary team
• Demonstrated discretion, professionalism, and respect for client confidentiality.

Ideal Candidate

The ideal candidate is warm, organized, detail-oriented, and comfortable in a client-facing role. They remain professional and calm in a busy clinical environment, communicate clearly with clients and clinicians, and manage multiple administrative tasks with accuracy and care.

How to Apply

Interested candidates should email their resume and a brief cover letter highlighting their administrative experience and interest in working at Dawn Therapy Counseling Center to ***email_hidden***.