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

Executive Assistant & Client Care CoordinatorRemote | Bilingual Spanish/English | C2 English RequiredWe are looking for a resourceful, hard-working person to support the cofounders of a growing psychotherapy practice and several other companies.You’ll help run the daily client care and administrative work while also taking on new projects wherever the cofounders need support. The right person enjoys speaking with people, learns quickly, figures things out, follows through, and communicates clearly about what they’ve done and what needs attention. - high tech and hardworking.What you’ll doClient care and schedulingAnswer incoming calls, texts, and online inquiries in English and Spanish.Speak with prospective clients, explain our services and intake process, and help them schedule appointments.Match prospective clients with an appropriate therapist based on their needs, preferences, therapist specialties, and availability, using our established process.Follow up with prospective clients who have not yet booked.Help current clients with scheduling changes, cancellations, and administrative questions.Keep therapists informed about appointments, client requests, and relevant administrative updates.Administrative and executive supportKeep calendars, records, task lists, and daily workflows accurate and organized.Support therapists with administrative questions and internal processes.Help the cofounders with research, coordination, follow-ups, and projects across their companies.Take an assigned task, determine the next steps, move it forward, and report back on progress, findings, and decisions needed.Assist with therapist onboarding and offboarding.Operations, outreach, and contentTrack self-pay and insurance accounts receivable and coordinate with the billing team.Contact prospective referral partners and support community outreach, including by phone.Help write emails, social media posts, and other communications when needed.Maintain internal documentation and help improve recurring processes.What we’re looking forC2-level English proficiency is required. Please do not apply if your English is below C2 level.- for our communication to our American clients. Full professional fluency in both English and Spanish.Excellent English writing skills and a warm, confident phone presence.Professional experience handling incoming and outgoing calls.Strong hands-on GoHighLevel experience, including managing contacts, conversations, follow-ups, and workflows.Proficiency with Microsoft 365, particularly Outlook, Teams, Excel, Word, and SharePoint.Comfort speaking with prospective clients, explaining services, and helping them schedule.A genuine willingness to handle routine administrative work while taking on new projects.Strong judgment, organization, attention to detail, and follow-through.The ability to learn new systems quickly, solve routine problems independently, and communicate before something falls behind.Schedule and workspaceThis 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.We work together in a live virtual office. You must be comfortable being on camera during scheduled working hours, apart from normal breaks, and staying responsive throughout the day.You must have your own quiet workspace, a computer capable of running at least two screens, a headset, and reliable high-speed internet.