Office Administrator – Part-Time

Master’s Counselling Services is looking for a warm, highly capable, and organized Office Administrator to join our team.

Our administrative team plays an important role in creating a welcoming, professional, and caring experience for every person who walks through our doors. We’re looking for someone who is a strong communicator and thoughtful problem-solver—someone who learns quickly, exercises good judgment, takes initiative, and can confidently manage the many moving pieces of a busy counselling practice.

This role requires someone who can balance efficiency and attention to detail with warmth and compassion. The right person will be able to think ahead, anticipate needs, solve problems independently, and recognize when something needs to be brought to the attention of leadership.

While this position will begin as a part-time evening and Saturday role, we are looking for someone who could grow with Master’s over time. For the right person, there is potential for increased hours, responsibilities, and involvement within the organization as the role develops.

What You'll Do

- Welcome clients and help create a warm, professional office environment
- Respond thoughtfully and professionally to client inquiries by phone and email
- Support new client intake and help determine the most appropriate counsellor for each client
- Book, cancel, and reschedule appointments
- Process client payments
- Provide administrative support to our counsellors and leadership team
- Maintain accurate, organized, and confidential client records
- Support appropriate filing, retention, protection, and disposal of records
- Help keep day-to-day office systems organized and running smoothly
- Identify administrative needs or concerns and use good judgment to address or escalate them appropriately
- Respond calmly and professionally to clients who may be distressed or navigating difficult circumstances




- Look for opportunities to improve processes, organization, and the overall client experience

What We're Looking For
- 2–3 years of office administration, reception, customer service, or related experience preferred
- A quick learner who can understand new systems, processes, and information with confidence
- Strong problem-solving skills and sound judgment
- Excellent organizational and time-management skills
- Ability to prioritize and manage multiple responsibilities in a busy environment
- A proactive mindset and willingness to take initiative rather than always waiting for direction
- Strong attention to detail and ability to recognize when something may have been missed
- Warm, articulate, and professional communication skills
- Ability to maintain discretion and confidentiality
- Comfortable working independently while also contributing positively to a team
- Able to navigate occasional difficult or sensitive client interactions with maturity and professionalism
- Proficiency with Microsoft Office and general office/phone systems
- Experience in psychology, counselling, mental health, healthcare, or a similar setting is an asset
- Social media experience is an asset, but not required
- Familiarity with a Christian faith environment could be beneficial, but is not a requirement

Hours This is a part-time, in-person position, approximately:

- Four weekdays per week, 4:00 p.m.–8:00 p.m.
- Saturdays, 9:00 a.m.–2:00 p.m.

There is some flexibility within these hours, and we are happy to discuss scheduling with the right candidate. Why Join Master’s?





You’ll be joining a caring, collaborative team doing meaningful work in the mental health field. We value people who think critically, take ownership of their work, care well for others, and look for ways to make the organization better.

This position has the potential to be more than an evening administrative role. For someone who demonstrates robust judgment, initiative, capability, and alignment with our team, we hope this can become a long-term role with opportunities for increased hours, greater responsibility, and continued growth within Master’s.

Job Type: Part-time

Work Location: In person

Benefits

- On-site parking
- Opportunity for increased hours and responsibilities over time
- Supportive and collaborative team environment

This job will be posted until September 6th, at which time, successful applicants will be contacted for an interview. Thank you ! Pay: $20.00-$27.00 per hour

Expected hours: 20.0 – 30.0 per week

Benefits

- On-site parking

Application question(s):
- How many years of office administration, reception, customer service, or similar experience do you have?

1. Less than 1 year
2. 1–2 years
3. 2–3 years
4. 3+ years

- This role involves regular interaction with clients who may be experiencing stress or difficult circumstances. Briefly describe how you would approach an upset or distressed client while maintaining appropriate professional boundaries.
- What interests you about working in an administrative role within a counselling and mental health practice?
- We are hoping to find someone who could grow with Master’s over time and potentially take on increased hours and responsibilities. Is that something you would be interested in?

1. Yes, definitely
2. Potentially, depending on the role
3. No, I am specifically looking for a limited part-time position

Work Location: In person

📌 Office Administrator (Calgary)
🏢 Master's Counselling
📍 Calgary