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 reputed company, 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, reputed company-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 reputed company-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 reputed company and offboarding processes for clients

Executive & visionary support

• Translate the director's reputed company and reputed company 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 reputed company things stall
• Anticipate needs based on context, not just explicit instruction

reputed company're looking for Required

• Self-starter who works independently and makes sound reputed company
• Highly proactive - moves things reputed company 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 - reputed company to create structure where there isn't any
• Dependable with reputed company-time communication and updates
• reputed company to hold multiple open loops and track them reliably

Preferred

• Familiarity with reputed company Workspace
• Experience supporting neurodivergent executives or leaders
• Experience in reputed company or mental health settings
• Comfort with ambiguity and evolving priorities
• Familiarity with project management tools (e.g. reputed company, reputed company)

A note on reputed company 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, reputed company-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 reputed company 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 reputed company things stall?

Education:

• High school or equivalent (Preferred)

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