Operations Assistant

Job Title: Administrative Assistant
Employment Type: Full-Time or Part-Time
Compensation: $14–$18 per hour (Based on Experience & Qualifications)
Location: Based in New Lisbon, WI, with weekly travel to Tomah & Sparta, and occasional travel to La Crosse

About Us

Heart Line Counseling & Consulting is a growing mental health practice dedicated to providing compassionate, high-quality care to individuals and families across Wisconsin. We value a collaborative, team-driven culture where flexibility, wellness, and professionalism go hand in hand.

We’re looking for a highly organized, self-motivated, and proactive Administrative Assistant who can support our team with day-to-day office operations, some HR tasks, and client services. You’ll be based primarily out of our New Lisbon office, with routine travel to our Tomah and Sparta locations and minimal travel to La Crosse as needed (primarily for inventory and office coordination).

• Please note: This is not a hybrid or remote position. However, some Fridays may be available as flex work-from-home days, depending on weekly tasks and performance.

Position Summary

This role plays a vital part in the success of our operations, providing both client-facing and behind-the-scenes support to ensure the smooth running of our clinics. From scheduling and communication to coordinating meetings and maintaining office flow, your presence and initiative will help keep things running like a well-oiled machine.

Key Responsibilities

Front Desk & Administrative Support

• Greet and assist clients, visitors, and staff with professionalism and warmth
• Answer and route calls, emails, and messages promptly
• Schedule client appointments and assist with intake coordination
• Support clinical staff with office tasks and documentation needs
• Ensure accurate and organized record-keeping

Office & Facility Coordination

• Maintain inventory and restock office and therapy supplies
• Ensure workspaces remain clean, organized, and functional
• Liaise with vendors and support facility upkeep and logistics
• Assist with location-specific errands or deliveries as needed

HR & Team Support

• Help onboard new staff and interns
• Maintain personnel records and coordinate schedules when needed
• Support leadership with staff meetings, compliance follow-ups, and internal communication
• Assist with team engagement efforts and culture-building initiatives

Business & Meeting Coordination

• Help prepare agendas, take meeting notes, and follow up on administrative action items
• Organize materials for leadership meetings or staff trainings
• Assist with administrative processes related to licensing, compliance, and internal documentation

Qualifications

• High school diploma or GED required
• 1–2 years of administrative experience strongly preferred
• Proficiency in Google Workspace (Docs, Sheets, Calendar, etc.)
• Excellent communication, multitasking, independent, and problem-solving skills
• Ability to handle confidential information with discretion
• Reliable transportation required for inter-office travel

Compensation & Benefits

• Pay Rate: $14–$18/hour (based on experience and qualifications)
• 401(k) with Company Match
• Paid Self-Care Access
• CEU Support (if applicable to role development)
• Paid Time Off
• Opportunities for professional growth and team-building

Schedule

• 8-hour shifts, Monday through Friday
• Primary office: New Lisbon
• Routine travel: Tomah (2-3 days/week possible), Sparta (1 day/week), La Crosse (as needed)
• No weekends unless there is an event, then hours can be adjusted during the week

Why Join Heart Line?

• Mission-driven team that prioritizes meaningful care and supportive relationships
• Positive work environment that values input and collaboration
• A leadership team that supports your growth and wellness
• Flexible opportunities for the right candidate looking to grow with the company

How to Apply

If this sounds like your kind of role, we’d love to hear from you! Please send your resume to kayla@heartlinecc.com.

Heart Line Counseling & Consulting is an equal-opportunity employer. We welcome applicants from all backgrounds, experiences, and identities.

Job Types: Full-time, Part-time

Pay: $14.00 - $18.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Paid time off
• Professional development assistance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Ability to Commute:

• New Lisbon, WI 53950 (Required)

Work Location: In person

Salary : $14 - $18