Gateway Counseling Executive Assistant

Description

Program/Department: Gateway Church / Counseling

Job Title: Gateway Counseling Executive Assistant

Reports To: Gateway Counseling Director

JOB OVERVIEW

Gateway Counseling is a growing counseling ministry that provides professional mental health services from a clinical and biblical worldview across three locations and through virtual counseling services. We are seeking an Executive Administrative Assistant to provide high-level administrative support to the Counseling Director, primarily based in our Poulsbo office. This role includes regular meetings with the Counseling Director and providing administrative assistance as needed to support the effective operation of the counseling ministry.

Gateway OneTeam members will support and demonstrate an understanding of the church’s mission: Presenting Hope and Developing People. Key qualifications include possessing a character that reflects biblical godliness and demonstrating a meaningful, personal relationship with Jesus Christ. Key qualifications include possessing a character that reflects biblical godliness and demonstrating a meaningful, personal relationship with Jesus Christ, and active involvement in a local church are essential.

• Job Status: Non-exempt, Part-time non-regular, 10 hrs/wk
• Location: In-person, Poulsbo Campus
• Salary: $18.00 - $19.00/hr
• Work Location: In-person, Poulsbo Campus
• Benefits: Sick Leave, Employee Assistance Program

KEY RESPONSIBILITIES

Responsibilities

• Serve as the primary point of contact for client communications, including answering incoming calls, returning messages, scheduling appointments, and directing clients to appropriate clinicians.
• Demonstrate the highest level of confidentiality and professionalism in handling sensitive client, staff, and organizational information. 
• Maintains confidential client records in compliance with HIPAA and organizational policies, including document processing, scanning, uploading, filing, retention, and secure disposal.
• Develop, maintain, and improve intake documentation workflows, including creation of autofill forms, written procedures, and process improvements to support efficient client onboarding.
• Partner closely with the Counseling Director to coordinate priorities, manage projects, and support departmental operations.
• Manage onboarding materials for new therapists, including forms, business cards, badges, promotional materials, and EMR documentation.
• Generate, compile, and distribute reports and data from the Electronic Medical Record (EMR) system as requested.
• Create, revise, and coordinate the production of brochures, presentations, signage, mailings, and other print and digital communications materials.
• Support marketing and outreach initiatives by preparing and distributing promotional materials and event resources.
• Maintain and update counseling website content, including therapist profiles, service information, provider rosters, and fee schedules.
• Create and publish content on social media platforms, including Facebook and Instagram, as directed.
• Complete administrative tasks and projects accurately, efficiently, and on schedule.
• Perform other related duties as assigned.

Job Requirements

• Minimum of two (2) years of administrative experience in a medical, behavioral health, mental health, counseling, or related healthcare environment.
• Demonstrated ability to handle sensitive client and organizational information with the highest level of confidentiality and professionalism.
• Exceptional customer service skills and commitment to providing a welcoming, supportive experience for clients, staff, and providers.
• Excellent verbal and written communication skills, including professional phone etiquette.
• Strong organizational, multitasking, and time-management skills with exceptional attention to detail and accuracy.
• Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, PowerPoint, Teams, and SharePoint.
• Experience working with Electronic Medical Record (EMR) systems.
• Proficiency with Adobe Acrobat, Canva, InDesign, and Microsoft Word mail merge.
• Experience with social media platforms, including Facebook and Instagram, and familiarity with content creation tools.
• Ability to work independently, prioritize competing demands, and collaborate effectively within a team environment.
• Adaptable, teachable, and receptive to training, feedback, and changing priorities.
• Maintains a professional demeanor, appearance, and positive attitude consistent with the values of Gateway Counseling.