Executive Assistant Job Description

Position: Executive Assistant

Location: Remote/In office

Reports to: Briana Thomas, LMFT

Company: Discover You Counseling and Personal Wellness, LLC

About Us:

Discover You Counseling and Personal Wellness, LLC is a dynamic and rapidly expanding multi-state group practice dedicated to providing high-quality mental health services to individuals and communities in Wisconsin (WI), Nevada (NV), and California (CA). Founded on the principles of compassion, inclusivity, and cultural sensitivity, our practice is committed to fostering personal growth, emotional well-being, and self-discovery.

Mission Statement

Discover You Counseling and Personal Wellness, LLC is committed to making a positive impact in the lives of individuals by offering culturally aware and sensitive counseling services. We specialize in providing trauma-informed care and maintain a deep commitment to inclusivity, affirmation, support, and empowerment. Our goal is to create a safe space where clients can explore their inner selves, discover their strengths, and embark on a journey towards personal wellness.



Job Summary:

We are seeking a dedicated and highly organized Executive Assistant to join our mental health group practice. The Executive Assistant will play a pivotal role in providing administrative support to ensure the efficient operation of our practice. This position requires strong communication skills, attention to detail, and a commitment to maintaining confidentiality.


1. Client Correspondence Management:

  • Monitor the practice's email for client correspondence.

  • Serve as the initial point of contact for incoming clients, answering inquiries and providing information about our services.

2. Communication Handling:

  • Answer incoming calls, make outgoing calls, and draft professional emails on behalf of the practice.

  • Set initial intake appointments for new clients, coordinating schedules with therapists.

3. Client Data Management:

  • Create and maintain client charts, ensuring the accuracy and completeness of records.

  • Gather demographic, insurance, and payment information from clients during the intake process.

4. Insurance Billing:

  • Submit insurance claims on behalf of clients and the practice.

  • Follow up on pending insurance claims, correct rejected claims, and resubmit as needed.

  • Maintain a working knowledge of insurance billing procedures and requirements.

  • Follow up with insurance companies to ensure timely and accurate claim processing.

5. Financial Transactions:

  • Collect payments from clients, including copays and deductibles.

  • Address client questions and concerns regarding billing and payment processes.

6. Regulatory Compliance:

  • Ensure strict compliance with federal regulations and HIPAA (Health Insurance Portability and Accountability Act) guidelines.

  • Honor and uphold client confidentiality at all times.

7. Social Media Monitoring:

  • Monitor and manage the practice's social media pages, responding to inquiries and comments as necessary.


  • Proven experience in administrative roles, preferably in a healthcare or mental health setting.

  • Excellent communication and interpersonal skills.

  • Strong organizational abilities and attention to detail.

  • Familiarity with insurance billing processes and terminology.

  • Proficient in using office software and computer systems.

  • Ability to handle sensitive information with discretion and maintain client confidentiality.

  • Knowledge of federal regulations and HIPAA compliance.

  • A commitment to providing excellent customer service.

How to Apply:

Interested candidates are encouraged to submit their resume detailing their qualifications and interest in the position. Please send your application to Info@discoveryou365.com with the subject line "Executive Assistant Application."