What are the responsibilities and job description for the Executive Assistant position at The Center for Couples Therapy?

Executive Assistant

Center for Couples Therapy

NOTE : NO APPLICATIONS WILL BE CONSIDERED WITHOUT A CUSTOMIZED COVER LETTER AND RESUME.

The Center for Couples Therapy seeks a remote Executive Assistant to provide high-level administrative support.

Application Instructions

To apply, please submit a customized cover letter detailing your interest and relevant skills, along with your resume , to Sally Sachar at Sally@sacharsolutions.com . We will consider applications through Friday, March 7 .

Position Overview

The Executive Assistant will support the Executive Director and clinical team in administrative and operational tasks. The role requires excellent organizational skills, professionalism, and the ability to manage multiple priorities efficiently. This is a remote position , but candidates must have the flexibility to be available during core working hours. The role is a 1099 independent contractor position. Note : if a candidate lives in / near La Jolla, CA, there may be opportunities for in person work too.

About the Center for Couples Therapy

The Center for Couples Therapy, based in La Jolla, California, is a leading provider of expert couples and individual therapy services. Our dedicated team of ten extensively trained therapists specializes in various therapeutic approaches, including the Gottman Method, Emotionally-Focused Therapy, and the Developmental Model. We offer flexible in-person sessions across multiple locations from San Marcos to Chula Vista, as well as virtual therapy services throughout California. Our mission is to facilitate meaningful transformations in relationships by providing compassionate, evidence-based support tailored to each client's unique needs.

Who You Are

You are a self-starter and a team player , capable of working independently while staying responsive and communicative.
You are savvy with technology , including Google Drive and Microsoft Office (Word, PowerPoint, Excel, etc.).
You are confident and comfortable speaking with clients and colleagues.
You take pride in doing great work and have strong follow-through.
When given a task, you take ownership, clarify expectations, ask questions, and communicate concerns as needed.
You enjoy working on a variety of projects that contribute to the success of the business.
You appreciate collaboration but do not require micromanagement.
You are comfortable navigating practice management and email marketing software , such as Simple Practice and Constant Contact—or are confident in your ability to learn quickly.
If you are unclear about how to do something, you take the initiative to figure it out and / or ask questions .
You proactively reach out when needed to ensure clarity and success in your work.
You understand that, while this is a part-time role (12-16 hours per week), it is essential to the smooth operation of the Center.

Key Responsibilities

Administrative & Operational Support

Manage email and assist with calendar for the Executive Director, flagging urgent messages and ensuring timely responses.

Schedule and coordinate meetings , including preparing agendas and sending reminders.

Handle highly confidential information with discretion and maintain a high level of professionalism.

Assist / support client record management , documentation, and administrative tasks.

Client and Clinician Communications

Communicate professionally and efficiently with clients and clinicians, primarily through email.

Represent the Center professionally and articulately in all interactions.

Practice and Workshop Support

Support planning and execution of workshops, couples therapy intensives, and clinical meetings .

Maintain workshop registration systems , ensuring timely follow-ups and documentation.

Assist in processing payments, ordering, and organizing materials .

Ensure timely scheduling and reminders for team meetings, couples therapy intensives and workshops .

Technology & Systems Management

Utilize and maintain practice management and email marketing software , such as Simple Practice, Constant Contact, Google Workspace, and Microsoft Office.

Assist with website updates, social media scheduling, and digital organization of documents .

Troubleshoot and provide support for scheduling systems and administrative processes .

Skills & Qualifications

Required

Detail-oriented, organized, and able to multitask.

Strong prioritization skills and the ability to follow through on tasks.

Proven experience in interfacing with clients (administrative support, intake coordination, or customer service).

Excellent communication skills , both written and verbal.

Professionalism in handling highly confidential client and business matters .

Ability to work independently while maintaining regular communication with the team.

Effective time management , with a proactive approach to assignments.

Preferred

Experience in a therapy, mental health, or healthcare setting .

Familiarity with Simple Practice, Constant Contact, or similar platforms .

Background in event support .

Work Environment & Schedule

This is a remote position;

Candidates should be available for 12-16 hours per week .

Typical core working hours are weekday mornings (Monday, Wednesday, Thursday, 9 : 00 AM - 1 : 00 PM - Pacific Time. Occasionally hours might go beyond 1 pm ) .

Must have a secure dedicated and quiet workspace for phone and video calls.

Compensation

Hourly rate will be commensurate with experience.

How to Apply

Send your resume and a customized cover letter by March 7 to Sally Sachar at Sally@sacharsolutions.com . In your cover letter, please speak to how your skills and experience align with this role and why you are interested in the position. Please note : no applications will be considered without a resume / cover letter.

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