Administrative Assistant

Join Our Dynamic Team as an Administrative Assistant!

Are you an outgoing, detail-oriented, and efficient professional looking to make a real impact? Are you looking forward to being part of a vibrant team where your skills and expertise are valued and celebrated? Colibri NeuroWellness is looking for an experienced administrative assistant interested in helping us grow our business.

Be the Heart of Our Team. We’ll Support the Rest.

Our admin team is the backbone of our practice - you keep everything moving so our therapists can focus on what they do best. We know the work you do matters, and we make sure you feel supported every step of the way.

Here’s what you’ll enjoy with us:

• Competitive compensation
• A warm, supportive environment where your role truly makes a difference
• Convenient location at 826 King Street North Unit 17, Waterloo, ON, N2J 4G8

You’ll be joining a team that values collaboration, kindness, and growth for our clients, for our therapists, and for you.

Our Vision

At Colibri NeuroWellness, we’re a dynamic, client-centered, multidisciplinary team providing high-quality assessments and therapy across the lifespan. Our psychologists, psychological staff, occupational therapists, social workers, psychotherapists, coaches and administrative support work together to offer wraparound care in a welcoming, inclusive, neuro-affirming environment. Many of us have a special interest in neurodivergence, neurodevelopmental conditions, and neurological conditions, and we treat every client as a whole person, not a set of symptoms. If you’re warm, genuine, and growth-oriented and you care about integrity, compassion, and excellence in care, we’d love to hear from you.

Our Core Values

Respect & Validation

Compassion

Non-Judgement

Collaboration

Excellence

What We Offer

• Competitive Compensation
• Supportive Environment
• Conveniently located: 826 King Street North Unit 17, Waterloo, ON, N2J 4G8
• Easy access to Highway 85; free parking

What You’ll Do

• Front Desk Support: Provide exceptional support to our Therapy & Assessment practice, assisting with client bookings, payments, and managing intake & consent forms.
• Client Interaction: Welcome clients to the office, answer client calls and emails, and process payments at the end of sessions with professionalism and compassion.
• Quality Assurance: Ensure all administrative tasks are completed accurately, including follow-ups on payments, securing payment information, and uploading secure documents. Manage booking software, including schedules and treatments offered.
• Office Maintenance: Keep the office area organized, manage office supplies, maintain and scan clinical files, and confirm claims with insurance companies.

To Succeed in This Role

• You will excel if you possess excellent communication skills, warmth, compassion and the ability to lead and promote the vision of the clinic.
• You must be extremely organized, thinking 3 steps ahead, with the ability to see the big picture with an entrepreneurial mindset.
• You have a passion for helping others, as you will be the primary point of contact for our clients.
• You are able to use technology platforms, such as Google Apps, Sync, Adobe, Microsoft Suite, Hushmail and Jane.

Qualifications

• 2+ years experience in Client Care, Customer Service, Administration, or Management, preferably in a medical, psychology or therapy office is preferred.
• Psychology undergraduate students and graduates are welcome to apply!

Skills & Attributes of Our Ideal Candidate

• Dynamic, self-motivated individual with the ability to work independently, proactively, and well under pressure.
• Strong communication skills with the ability to communicate professionally and compassionately.
• Confidence in sharing ideas and constructive feedback to help us grow.
• Ability to juggle multiple projects simultaneously, meeting deadlines, and keeping promises.
• Tech-savvy, with experience using Google Drive Suite, Gmail, Sync, Android, and Windows.
• Knowledge of Jane is an asset.
• Ability to work autonomously and collaboratively with a talented team.

Hours/Expectations

• In-Office
• Part-time
• Three Evenings (Mondays, Wednesdays, Thursdays 4pm - 8pm) & Sundays 8:30am - 4:30pm
• Vacation Pay in lieu of paid time off
• Position available beginning May 20, 2026

Application Process: Please submit your CV/resume and cover letter to ***email_hidden***. For more info on our practice, check out our website:

Job Type: Part-time, Permanent

Ability to commute

• To Waterloo, ON: reliably commute to Waterloo, ON

Location

• Waterloo, ON (preferred)

Work Location: In person