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Administrative Assistant

Overview

We are seeking a self-motivated, detail-oriented, and heart-led Virtual Assistant to support the operational side of a private mental health practice. This role focuses on creating efficient systems, organizing workflows, and managing day-to-day operations, allowing the clinician to focus on meaningful client work. The ideal candidate is calm, reliable, thoughtful, and empathetic, with a strong sense of integrity.

Job Highlights

  • Hourly Rate: $4.92

  • Number of Paid Hours Per Week: 20 hours (flexible within schedule)

  • Schedule: Monday to Friday | 1:00 PM – 5:00 PM NZ Time

  • Work Arrangement: Work from home

  • Contract: Independent Contractor

  • Side Note: Since this is a permanent work-from-home position and the arrangement is that of an “Independent Contractor,” the selected candidate must have their own computer and internet connection. They will handle their own benefits and taxes. The professional fees are on hourly rates and depend on your performance in the application process.

Responsibilities

Operations & Systems Setup

  • Design and streamline workflows for client onboarding, booking, and communication

  • Set up, integrate, and maintain CRM systems (Carepatron preferred) with Google Calendar and other tools

  • Develop SOPs and checklists for recurring tasks (invoicing, follow-ups, reporting)

  • Identify inefficiencies and proactively suggest or implement improved systems

Client & Email Management

  • Manage the practice inbox with warmth and professionalism

  • Respond to client inquiries and appointment requests with empathy

  • Draft and maintain standard email templates (welcome emails, consents, policies, follow-ups)

  • Track and document client onboarding processes

Bookkeeping & Administrative Support

  • Maintain records of invoices, payments, and client sessions

  • Track subscriptions and reconcile records with CRM and invoicing tools

  • Support basic financial administration and reporting with high attention to detail

Documentation & Compliance

  • Organize client forms, consent templates, and internal policies

  • Ensure all systems and communications are HIPAA-compliant

  • Protect sensitive information with discretion and confidentiality

Requirements

  • At least 3 years of recent experience as an administrative assistant focusing on admin support, light bookkeeping and customer support

  • Experience using and integrating CRMs with Google Workspace and calendars (Carepatron preferred)

  • Excellent written and spoken English; warm, professional communication style

  • Strong organizational skills, attention to detail, and prioritization abilities

  • Self-motivated, proactive, and solution-oriented

  • Calm, reflective, and reliable under deadlines

  • Empathetic, collaborative, and respectful of mental health ethics and boundaries

  • Comfortable learning new systems and technologies

Bonus Skills

  • Experience in healthcare or mental health settings

  • Familiarity with email automation or bookkeeping tools

  • Experience with project management tools (ClickUp, Notion, Asana)

Independent Contractor Perks

  • Permanent work from home

  • Immediate hiring

  • Steady freelance job

  • Comprehensive support for payroll, HR, and IT through BruntWork

Reminder

Apply directly to the link provided; you will be redirected to BruntWork’s Career Site. You must apply using the said link to complete the initial requirements, which includes pre-screening assessment questions, technical check of your computer, and voice recording. APPLICATIONS WITH COMPLETE REQUIREMENTS WILL BE PRIORITIZED.

Administrative Assistant

Job Category

Administration

Job Type

Part Time (20 - 34 Hours per week)

Work Schedule and Timezone

NZ

Published on

Jan 08 2026