About the Role

At True Living Counselling & Coaching, we believe that meaningful care begins before a client ever enters the therapy room. Every phone call, email, and welcome at the front desk is an opportunity to help someone feel comfortable, supported, and connected.

We're looking for a warm, organized, and dependable Client Care & Administrative Assistant to join our growing counselling practice. Working alongside our existing Client Care & Office Coordinator, you'll help ensure our clients feel welcomed, our therapists feel supported, and our clinic runs smoothly throughout the day.

This is a great prospect for someone who enjoys connecting with people, keeping things organized, and being part of a team that makes a meaningful difference in people's lives.

You'll have an established coordinator to work alongside, with shared responsibilities, clear communication, and opportunities to contribute to the day-to-day success of our practice.

What You'll Be DoingSupporting Our Clients

- Welcome clients as they arrive and help create a calm, comfortable, and inviting reception experience.
- Answer incoming calls and respond to emails and client inquiries with warmth, professionalism, and compassion.
- Assist prospective clients with general questions about our services, booking options, and next steps.
- Help coordinate appointments and connect clients with the appropriate therapist when needed.
- Ensure intake forms have been completed
- Handle client information with discretion, sensitivity, and respect for confidentiality.

Keeping Things Organized

- Schedule appointments, manage cancellations, and coordinate changes through Jane, our practice management system.
- Confirm appointments and follow up on outstanding administrative tasks.
- Support payment processing, direct billing, and accurate client account information.
- Keep client records and administrative information organized and up to date.
- Communicate scheduling updates and important information to therapists and the coordinator.

Supporting Our Team

- Work collaboratively with our Client Care & Office Coordinator to manage daily administrative tasks and maintain consistent client service.
- Help ensure phones, emails, and client requests are attended to during your scheduled shifts.
- Assist therapists with routine administrative needs and scheduling questions.
- Notice what needs to be done, take initiative, and communicate when additional support is needed.




- Help maintain continuity of administrative coverage across different shifts.

Social media and marketing support

- Post regularly on True Living's social media accounts, following the content calendar and brand guidelines.
- Help create easy posts, graphics, and captions, such as therapist spotlights, group announcements, blog shares, and community events.
- Help prepare and send the practice newsletter through Mailchimp, and support the website and community outreach materials as needed.

Office systems and processes

- Develop, document, and improve administrative processes so the office runs smoothly and consistently.
- Maintain and update the True Living policy and procedures handbook as processes change.
- Identify gaps or inefficiencies and suggest practical solutions.

Caring for Our Space

- Keep the reception area, waiting room, and shared spaces tidy, organized, and welcoming.
- Restock office supplies and report inventory or maintenance needs.
- Assist with opening and closing procedures as scheduled.
- Complete light daily tidying to ensure the clinic is ready to welcome clients.

What We're Looking For We're looking for someone who is friendly, reliable, proactive, and comfortable balancing client interactions with administrative responsibilities.

The ideal candidate

- Enjoys helping people and creating a positive first impression.
- Is warm, approachable, professional, and compassionate.
- Has strong organizational skills and attention to detail.
- Communicates clearly and professionally by phone, email, and in person.
- Can manage competing priorities and stay calm during busy periods.
- Takes initiative while working collaboratively with the coordinator and therapists.
- Is comfortable using computers and learning new software.
- Understands the importance of confidentiality and professional boundaries.
- Is dependable, punctual, and flexible with scheduling.
- Is willing to pitch in and help wherever needed.

Education and Experience

- High school diploma or equivalent required.
- Current or past studies in psychology
- A diploma or certificate in Office Administration, Medical Office Administration,



Business Administration, or a related field is preferred.
- Previous reception, administrative, customer service, or office experience is an asset.
- Experience in healthcare, counselling, or wellness is an asset.
- Familiarity with Jane, electronic records, or direct billing is an asset.

Independence, Initiative & Ownership We're looking for someone who takes pride in their work and doesn't always need to be told what to do next. While you'll work closely with our Client Care & Office Coordinator and have support when you need it, we value someone who can confidently manage their responsibilities, recognize what needs attention, and take initiative.

You'll have opportunities to

- Work independently during your scheduled shifts and confidently manage day-to-day responsibilities.
- Identify tasks that need attention and follow through without constant supervision.
- Think proactively, solve routine problems, and suggest ways to improve how we do things.
- Take ownership of your work while knowing when to ask questions or involve the coordinator.
- Help ensure clients and therapists receive consistent, thoughtful support, even when working different shifts.

Why Join True Living? At True Living, we want our team members to feel supported and valued, just as we want our clients to feel supported and cared for.

- Be part of a growing counselling practice with a compassionate, collaborative team.
- Make a meaningful contribution to the experience of individuals, couples, children, and families seeking support.
- Enjoy a varied role that combines people-focused work with organization and administration.
- Work alongside an established coordinator and a team of dedicated therapists.
- Team social gatherings
- Help create a welcoming environment where the small details matter.

How to Apply If this sounds like a role where you would thrive, we'd love to hear from you!

Please submit your resume and a brief cover letter telling us about yourself, your relevant experience, and why you'd like to join True Living Counselling & Coaching. Send your application to

Please complete this form after submitting your resume:

Accepting Applications until Nov. 27 or until suitable candidate has been accepted

Position start date: January 2027

Pay: $19.00-$22.00 per hour

Expected hours: 25.0 per week

Benefits

- Company events
- On-site parking
- Paid time off

Work Location: In person

📌 Client Care & Administrative Assistant (Okotoks)
🏢 True Living Counselling u0026 Coaching
📍 Okotoks