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

Executive Assistant & Client Care Coordinator
Remote | Bilingual Spanish/English | C2 English Required
About the role
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.
What you’ll do
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.
What we’re looking for
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.
Schedule and workspace
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.

Work arrangement
Yes