Operations & Client Care Assistant
About the role Mindful Wellbeing is a values-driven group outpatient mental health practice based in Coon Rapids, MN. We're hiring a part-time Operations & Client Care Assistant to serve as a right-hand partner to our practice director. We are looking for someone who can hold the operational layer of the business so she can stay focused on vision, clinical leadership, and growth. This is not a passive task-management role. We need someone who takes initiative, follows through without being asked twice, and genuinely thrives on bringing order to a busy, human-centered environment. Applicants should be comfortable with the following responsibilities: Scheduling & communications
- Manage practice director's calendar and coordinate schedules across providers
- Handle incoming phone calls and return client voicemails
- Guide prospective clients through the scheduling process
- Respond to online inquiries and convert to booked appointments
- Set recurring reminders for team meetings and key check-ins
Patient-facing admin
- Follow up with clients to ensure required intake forms are completed
- Assist with audits and reviews as needed
Operations & practice support
- Track and input monthly practice metrics
- Assist with payroll processing (training provided - not immediate)
- Track purchases and expenses
- Co-create and refine workflows and core operational structures
- Support event coordination and intermittent special projects
- Support onboarding and offboarding processes for clients
Executive & visionary support
- Translate the director's ideas and vision into concrete action steps and timelines
- Manage and track open projects end-to-end, ensuring nothing falls through the cracks
- Proactively initiate tasks on the director's behalf, not waiting to be asked
- Break larger projects into smaller, sequenced steps and surface the next action clearly
- Create and maintain systems that reduce friction and cognitive load for the director
- Serve as a gentle but consistent accountability partner, following up on outstanding items and flagging when things stall
- Anticipate needs based on context, not just explicit instruction
What we're looking for Required
- Self-starter who works independently and makes sound decisions
- Highly proactive - moves things forward without waiting for direction
- Comfortable serving as an accountability partner in a warm, non-judgmental way
- Skilled at following through to completion, not just initiation
- Strong systems thinker - able to create structure where there isn't any
- Dependable with real-time communication and updates
- Able to hold multiple open loops and track them reliably
Preferred
- Familiarity with Google Workspace
- Experience supporting neurodivergent executives or leaders
- Experience in healthcare or mental health settings
- Comfort with ambiguity and evolving priorities
- Familiarity with project management tools (e.g. Asana, Notion)
A note on our team culture We are a practice grounded in authenticity, solidarity, and social justice - in the therapy room and in how we run our business. We're looking for someone who shares these values, communicates honestly, and feels at home in a relational, human-centered environment. Pay: $20.00 - $25.00 per hour Expected hours: 20.0 – 25.0 per week Benefits:
- 401(k)
Application Question(s):
- How do you personally keep track of multiple open tasks and projects? Walk us through the tools or systems you use.
- This role involves gently holding the practice director accountable to deadlines and priorities. How would you approach that dynamic, especially when things stall?
Education:
- High school or equivalent (Preferred)
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