Administrative/Personal Assistant

Administrative & Personal Assistant

Location: 3130 N Arizona Ave Suite 104 Chandler, Arizona
Position: In-Person | Part-Time, Approximately 20 Hours per Week | Opportunity to Grow into Full-Time

About Us

LUCA Counseling & Wellness Center is a warm, community-focused counseling practice in Chandler, Arizona. We are committed to providing compassionate mental health care in a welcoming environment, complete with Ellie, our friendly therapy dog in training.

Position Overview

We are seeking a highly dependable, organized, and proactive Administrative & Personal Assistant to support the practice owner and assist with the daily operation of the office.

This is a hands-on position combining administrative work, personal-assistant support, daily lunch and snack preparation, routine office cleaning, and local errands. The right person will be comfortable helping wherever reasonably needed to keep the practice and the owner’s workday running smoothly.

This position will begin at approximately 20 hours per week, with the opportunity to grow into a full-time role as responsibilities increase.

The Person Who Will Thrive in This Role

We are looking for someone who takes pride in their work, enjoys being helpful, and can be counted on as a consistent member of the team. A successful candidate will:

• Be thoughtful, detail-oriented, and committed to producing accurate work
• Follow instructions carefully and see responsibilities through to completion
• Be dependable, punctual, and consistent
• Enjoy researching questions and finding practical solutions
• Approach challenges with curiosity, flexibility, and resourcefulness
• Communicate openly and provide timely updates
• Take initiative and recognize opportunities to be helpful
• Respond positively to feedback and use it to continue growing
• Stay organized while balancing multiple priorities
• Work independently while feeling comfortable asking questions when needed
• Anticipate routine needs and follow through with minimal direction
• Bring a warm, professional, and team-oriented attitude to the office

Key ResponsibilitiesAdministrative Support

• Answer and return phone calls, emails, and client inquiries professionally and promptly
• Schedule new and existing clients using SimplePractice EHR
• Assist with new-client onboarding and collecting required documentation
• Manage client waitlists and follow up with prospective clients
• Assist with insurance verification and basic administrative follow-up
• Maintain organized electronic files, spreadsheets, forms, and office systems
• Create and update trackers, checklists, schedules, and administrative materials
• Communicate with therapists, staff, referral sources, vendors, and outside organizations
• Help prepare materials for meetings, trainings, groups, and community events
• Assist with staff onboarding and organization of employment documents
• Track tasks, deadlines, and follow-up needs through completion
• Maintain confidentiality and follow HIPAA and practice policies

Practice Owner and Personal Assistant Support

• Manage the practice owner’s busy calendars and personal appointments
• Coordinate appointments, meetings, reminders, deadlines, and follow-up tasks
• Help the practice owner prioritize responsibilities and stay organized
• Assist with daily lunch and snack planning, preparation, and cleanup
• Prepare simple meals or pick up lunch for the practice owner as needed
• Keep preferred drinks, snacks, groceries, and meal-preparation supplies stocked and organized
• Complete grocery shopping and other local errands
• Complete purchases, returns, pickups, drop-offs, and office-supply runs
• Assist with travel arrangements, reservations, shopping, events, and occasional personal projects
• Research policies, services, products, vendors, and other requested information
• Present clear and accurate information to help the practice owner make decisions
• Organize the practice owner’s workspace, paperwork, supplies, and daily schedule
• Anticipate routine needs and address them with minimal direction
• Provide regular updates on assigned tasks and follow them through to completion
• Maintain discretion regarding the practice owner’s personal and professional matters

Office Cleaning and Organization

• Complete routine office cleaning and organization throughout the week
• Wipe down and sanitize frequently used surfaces
• Vacuum, sweep, or mop floors as needed
• Empty trash and replace liners
• Clean and restock the kitchen and restrooms
• Tidy waiting areas, hallways, staff areas, and therapy rooms
• Prepare rooms for clients, meetings, groups, and special events
• Address spills, pet hair, and other minor cleaning needs throughout the day
• Complete assigned opening and closing checklists
• Monitor cleaning and office supplies and coordinate reordering
• Notify the practice owner of maintenance or repair needs
• Coordinate with outside cleaning or maintenance services when necessary

Marketing and Community Support

• Create and schedule basic social media content
• Design flyers, graphics, and promotional materials using Canva
• Assist with community outreach, events, and referral relationships
• Organize marketing materials and promotional supplies
• Take appropriate photographs or videos for approved practice content
• Assist with preparing and setting up community events

Therapy Dog Support

• Provide light care for Ellie, our therapy dog
• Assist with feeding, water, brief walks, and cleaning up pet hair or minor messes
• Monitor and organize Ellie’s supplies
• Assist with appropriate therapy-dog interactions in the office

Schedule

This position will begin at approximately 20 hours per week. Hours will vary Monday through Friday based on the practice owner’s schedule, appointments, errands, and the needs of the practice.

Shifts will generally begin around -10:00 AM-11:00 AM, with some shorter days and some evening until 7:00 PM. Flexibility is important, and the weekly schedule will be communicated in advance whenever possible.

The position is expected to grow into a full-time role as responsibilities increase. The future schedule will be determined based on the needs of the practice and the practice owner.

Required Qualifications

• Bachelor’s degree required
• Previous experience working in a behavioral health or medical setting is required
• At least 21 years old
• Previous administrative or personal-assistant experience
• Ability to obtain a Level 1 Fingerprint Clearance Card
• Strong proficiency with Google Workspace and general office technology
• Microsoft Excel /Google Sheets
• Canva or other creative platforms
• Ability to learn new programs and troubleshoot basic technology concerns
• Excellent written and verbal communication skills
• Strong organization, attention to detail, multitasking, and time-management abilities
• Ability to manage sensitive health and personal information professionally and confidentially
• Reliable transportation, a valid driver’s license, and current automobile insurance
• Comfortable completing errands, grocery shopping, routine meal preparation, and office-cleaning responsibilities
• Comfortable working around dogs and providing light therapy-dog care
• Ability to work in person at our Chandler office

Preferred Qualifications

• Experience managing calendars, schedules, projects, or office operations
• Strong customer-service background
• Experience using SimplePractice or another electronic health record system
• Experience with social media, Canva, or basic marketing
• Previous experience as an executive or personal assistant

Physical and Practical Requirements

This position may require the employee to:

• Sit or stand for portions of the workday
• Move throughout the office regularly
• Bend, reach, and perform routine cleaning tasks
• Carry office supplies, groceries, or packages
• Drive locally to complete approved errands
• Work around a therapy dog

Reasonable accommodations may be available for qualified individuals.

Ideal Candidate

The ideal candidate is warm, professional, resourceful, and comfortable working in a busy counseling practice. This person takes pride in doing things correctly, notices small details, communicates clearly, and is interested in learning the practice owner’s priorities and communication style.

This position is best suited for someone seeking a long-term opportunity who wants to begin part-time and grow into a trusted, full-time Administrative and Personal Assistant role.

Job Types: Full-time, Part-time

Pay: $18.00 - $20.00 per hour

Benefits:

• Professional development assistance

Experience:

• Microsoft Excel: 1 year (Required)
• Behavioral health or medical office office: 2 years (Required)
• Microsoft Powerpoint: 2 years (Required)

Ability to Commute:

• Chandler, AZ 85225 (Required)

Ability to Relocate:

• Chandler, AZ 85225: Relocate before starting work (Required)

Work Location: In person