Administrative and Marketing Assistant

Company Description

MindSeed Health is a trauma-specialized psychotherapy centre. We meet people where they are, and help them get to where they want to be.

Our goal is to help people thrive. And that is not something where a "one size fits all" approach works. We created MindSeed to be a place that brought together the best and most effective treatments currently used. Leading that approach is our 3-stage model of care. Our tailored approach integrates various trauma-informed therapies, enabling clients to acquire both skills and insights that foster lasting change. This complete approach ensures that our clients get the right therapy at the right time. Working side by side, helping them grow full lives.

We offer individual therapy, couples therapy, groups, programs, and psychiatric consultations.

We are based in Toronto, but we operate fully virtually. Our clients come from communities across the province of Ontario.

For more information, visit

Job Description

We are seeking a proactive and highly organized Administrative Assistant to support our growing start-up team. This role involves managing both personal and business tasks, coordinating schedules, handling client inquiries, contributing to marketing initiatives, developing business and outreach strategies, and supporting administrative functions for the team. In a start-up environment, flexibility, creativity, and resourcefulness are key — you'll often wear multiple hats, help refine internal systems, and play an active role in shaping our brand presence as we grow.

[Note: We are also looking for somebody to conduct intake calls with prospective clients. This can be part of this role or a separate one.]

The ideal candidate has strong interpersonal and communication skills, excellent attention to detail, and the ability to manage multiple priorities in a fast-paced, entrepreneurial environment. You will play a key role in ensuring the smooth operation of MindSeeds' day-to-day activities while contributing to the company's marketing and growth efforts.

Position Details:

• Full-time
• Monday to Friday schedule
• Fully remote

If you thrive in a fast-paced environment and are passionate about contributing to mental health care, we'd love to hear from you.

Responsibilities

• Manage incoming phone calls, emails, referrals, mail and faxes.
• Provide administrative and technical support to the team as needed.
• Assist with tasks related to groups and programs.
• Manage processes on our online platform (we use Jane for this).
• Schedule client appointments and track leads, intakes, and bookings.
• Create and send follow-up letters to referring providers.
• Familiarize yourself with all aspects of the business to provide comprehensive support.
• Manage and organize CEO's personal and business calendars.
• Coordinate appointments, meetings, and engagements, and assist with daily activities.
• Perform personal and administrative tasks for the CEO.
• Arranging domestic and international flights, transportation, and accommodation for the CEO (may be required).
• Compose, edit, and follow up on letters, documents, emails, and proposals.
• Support outreach through community networking and partnerships.
• Score clinical questionnaires and send client reminders as needed.
• Perform other administrative duties as required.
• Research and prepare presentation material for networking/business development.
• Preparing for board meetings, which includes drafting agendas and gathering necessary documents.
• Organizing events logistics (e.g. finding venues and booking food).
• Content & Social Media Support – Helping create and repurpose social content, format and upload marketing assets, and keep our visuals consistent across platforms.
• Website & SEO Assistance – Supporting small updates on the website (no coding required), uploading content, and assisting with basic SEO research and keyword implementation.

Requirements

• Experience in medical administrative support or executive assistance (minimum 5 years preferred).
• Background in health care customer service or health care-related client relations.
• Proficiency with technology and virtual office tools – experience with Microsoft Office, Google Workspace, and scheduling software.
• Excellent interpersonal and communication skills (written and verbal).
• Fluent in English.
• Ability to read and interpret various documents.
• Calm, empathic, and professional disposition. Effective in managing diverse temperaments and de-escalating situations when needed.
• Extremely detail-oriented to ensure accuracy and quality across all tasks.
• Excellent people skills.
• Proactively anticipate needs, solve problems creatively, and take initiative.
• Detail to appearance; dress in a professional manner.
• Must be flexible and willing to work extra hours during busy periods and be available on call during weekends and after business hours.
• Privacy-conscious and must be willing to sign a Non-Disclosure Agreement.
• Must demonstrate a can-do attitude.
• Must be able to complete tasks thoroughly and accurately, sometimes with little direction.
• Ability to speak effectively among executives, partners, clients, and staff.
• Ability to resolve complex administrative problems independently and perform tasks that are diverse and advanced.
• High level of interpersonal skills to interact with coworkers and executives.
• Ability to problem-solve and follow through on a variety of tasks.
• Demonstrate the highest level of ethics and ability to maintain confidentiality at all times with all situations and documentation.

Assets:

• Experience working in mental health settings – ideally within a private practice or healthcare center
• Familiarity with psychotherapy modalities – understanding their applications and the client populations they serve.
• Knowledge of trauma, PTSD, and trauma-informed care principles.
• Awareness of psychiatric diagnoses and the ability to recognize common treatment approaches.
• Proficiency with practice management software (e.g., Jane), client communication platforms (e.g., Brevo), social media platforms, Canva and Squarespace.

MindSeed Health is an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law.

If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact us for assistance.

We thank all applicants in advance for their interest in this position, however, only those selected for an interview will be contacted.

Job Types: Full-time, Contract

Contract length: 24 months

Expected hours: 40 per week