About Gray Matter Health

Gray Matter Health (GMH) is a mental wellness, therapy, consulting, and corporate training organization based in Brampton, Ontario.

We work across two connected arms: a clinical practice offering individual, couples, family, and group therapy, and a corporate and consulting division focused on psychological health and safety, leadership development, and organizational culture change. Our work is grounded in warmth, integrity, evidence, and a commitment to healing people while transforming the systems around them.

About the Role

We are looking for an organized, warm, and creative Communications & Administrative Coordinator to be a central point of support across both arms of GMH. This is a hybrid role that blends front-facing client care and administration with marketing and communications work. On any given week, you might welcome and support clients, manage the calendar and inbox, then shift to building a presentation, drafting a blog, or scheduling social media content for our corporate and clinical audiences.

It is an ideal fit for someone who is equally comfortable being the friendly, dependable first point of contact for clients and bringing energy and polish to GMH’s brand and communications. You will work closely with leadership and the corporate/consulting side of the business, so discretion, initiative, and strong communication skills are essential.

Key Responsibilities

Client Experience & Reception

- Serve as a warm, professional first point of contact for clients: in person, by phone, and online.
- Answer and triage incoming phone calls, emails, and general inquiries, responding to questions or routing them to the right team member.
- Support clients through intake, appointment logistics, and follow-up with care and discretion.
- Help maintain a welcoming, psychologically protected workplace for everyone who interacts with GMH.




- Handle client and organizational information confidentially, in line with GMH privacy standards and applicable legislation (e.g., PHIPA).

Scheduling & Administrative Coordination

- Book, confirm, reschedule, and follow up on appointments across in-person and virtual platforms.
- Manage calendars, waitlists, and intake coordination across clinical and corporate activities.
- Maintain accurate records in practice-management systems (Jane App).
- Support invoicing, billing follow-up, and day-to-day office administration.
- Prepare, format, and organize documents, forms, and internal materials.

Marketing & Communications

- Create, schedule, and publish social media content reels, carousels, graphics, and captions across Instagram, LinkedIn, TikTok, and YouTube.
- Draft, format, and publish blog posts and email newsletters that reflect GMH’s voice and expertise.
- Design and build presentations, slide decks, and branded materials for keynotes, workshops, and proposals.
- Maintain a consistent brand voice and visual identity across GMH’s clinical and corporate arms.
- Support community management responding to comments and messages and tracking engagement.
- Help maintain a content calendar and contribute ideas to campaigns and content planning.

Corporate & Consulting Arm Support

- Support the corporate/consulting division with proposal processing, program materials creation, and client-facing documents.
- Coordinate logistics for training sessions, workshops, and speaking engagements.
- Assist with lead tracking, follow-ups, and upkeep for corporate opportunities.




- Format reports, decks, and frameworks to a polished, professional standard.

What We’re Looking For

Required

- 1–3 years of experience in an administrative, client-facing, marketing, or communications role (or a blend of these).
- Excellent written and verbal communication and marketing skills.
- Proficiency with Microsoft Office and Google Workspace, a design tool such as Canva, and major social media platforms.
- Comfort learning and using scheduling/practice-management and CRM tools.
- Strong organization, time management, and attention to detail.
- Discretion and sound judgment when handling confidential information.
- Ability to work independently and reliably in a hybrid arrangement.

Assets

- Experience in a healthcare, mental health, wellness, or professional-services setting.
- Basic graphic design or video editing skills (e.g., Canva, CapCut, Adobe Creative Suite).
- Familiarity with email marketing tools (e.g., Mailchimp) and website platforms (e.g., WordPress, Elementor).
- Experience with a practice-management system (e.g., Jane).
- Genuine interest in mental health, leadership, equity, and organizational wellness.

Who Thrives at GMH

- You are warm, professional, and emotionally attuned to the people you work with.
- You are self-directed, dependable, and take ownership of your work.
- You are creative and detail-oriented: you care how things look and how they land.
- You move comfortably between clinical and corporate contexts.
- You are aligned with GMH’s mission.

Pay: From $20.00 per hour

Benefits

- Flexible schedule
- On-site parking

Education:
- Bachelor's Degree (preferred)

Experience:
- Communication skills: 2 years (preferred)
- marketing: 2 years (preferred)
- Administrative: 2 years (preferred)

Location:
- Brampton, ON (preferred)

Work Location: In person

📌 Communications & Administrative Coordinator (Brampton)
🏢 Gray Matter Health
📍 Brampton