Administrative Assistant (Level 1, Level 2, or Level 3)

Healthcare & Mental Health Administration (Remote) NOTICE – PLEASE READ BEFORE APPLYING This is STRICTLY an administrative position within a healthcare and mental health organization. We are not hiring general virtual assistants or customer service representatives without relevant healthcare administrative experience. You must have at least 1 year of experience working as an Executive Assistant, Administrative Assistant, or Healthcare Administrative Assistant, supporting leadership, clinicians, or business owners within a healthcare or mental health setting.

This position requires excellent organization, strong communication skills, reliability, and professionalism. Because this role may involve interacting with providers, clients, and internal team members, candidates must have: English fluency

Neutral English accent A professional and upbeat personality

Strong screen presence and communication skills when speaking with clients or management If you do NOT have administrative experience in healthcare or mental health, please do not proceed with the interview.

About Mindbodyology

Inc.

Mindbodyology Inc. is a U.S.-based holistic, integrative mental health and wellness company devoted to integrating the mind, body, and soul into everything we do. We blend clinical expertise with spiritual wisdom to offer transformational care that honors the full human experience. We’re not just building a company—we’re building a movement.

Our remote virtual assistant team is made up of highly intentional, mission-driven professionals, and we’re currently seeking a soul-aligned credentialing specialist who understands that even behind-the-scenes work is sacred when done with care. If you're detail-oriented, emotionally intelligent, and want your work to support real healing in the world—you may be the perfect fit. About the Role

Unlike most administrative positions, this is not simply one job opening. This is a part-time to full-time position. We have created a structured Administrative Assistant Career Path consisting of three levels.

Applicants may apply for the level that best aligns with their experience and qualifications. All new hires begin part-time. Team members who consistently demonstrate reliability, initiative, strong performance, and adherence to company standards will have opportunities to: Transition from part-time employment to full-time employment

Advance into higher Administrative Assistant Levels

Take on greater operational responsibilities

Grow into leadership and management support roles (if desired) We believe in promoting virtual assistants from within and investing in long-term remote team members.

Administrative Assistant Levels

Level 1 – Front Office Administration: This position focuses primarily on client communication and daily scheduling operations.

Responsibilities include

Managing incoming emails and client communications

Scheduling, rescheduling, and canceling appointments

Responding to portal messages and phone calls

Coordinating therapist schedules

Sending appointment reminders and intake paperwork

Managing shared inboxes and communication platforms

Supporting front office administrative workflows

Providing exceptional client service Level 2 – Back Office Administration: This level focuses on documentation, internal operations, reporting, and administrative projects.

Responsibilities include

Processing records requests

Maintaining electronic records

Creating and updating SOPs

Updating templates and internal documentation

Assisting with HR documentation

Preparing reports and maintaining spreadsheets

Supporting provider onboarding

Maintaining KPI trackers and operational reports

Assisting with quality improvement projects Level 3 – Escalation & Administrative Operations: This level supports complex administrative operations requiring sound judgment and independent decision-making.

Responsibilities include

Managing client escalations and complaint resolution

Supporting client retention initiatives

Insurance verification and benefits verification

Authorization tracking and referral follow-up

Insurance appeals and coverage issue resolution

Invoice review and payment coordination

Handling difficult client conversations

Assisting with HR documentation and performance-related administrative tasks Preferred Experience Candidates with experience in the following areas are highly preferred: Healthcare administration

Mental health practices

Medical scheduling

Insurance verification

Medical billing

Provider credentialing

Executive support

KPI tracking and reporting

Healthcare documentation

Experience with Google Workspace, Microsoft Outlook, cloud-based document management systems, and CRM or scheduling software is also preferred.

Application Instructions (Read Carefully) Attention to detail is one of the most important skills in this role. ⚠️ To be considered, you must follow all instructions exactly. Step 1: Email your application to: iwatch@mindbodyology.tv Step 2: Please use following subject line format: “Applying for Admin Level [INSERT HERE]”

Applying for Admin Level 1

Applying for Admin Level 2

Applying for Admin Level 3 Please select the level that best matches your qualifications. Applications with incorrect subject lines may not be reviewed. Step 3: Attach your updated resume. Step 4: Include a 60-second video introduction. In your video, please:

Briefly introduce yourself.

Tell us about your administrative background.

Explain why you would like to join Mindbodyology (MENTION COMPANY NAME IN VIDEO).

Tell us which Administrative Assistant Level you are applying for and why.

Share what you believe makes you a strong fit for this role. Step 5: In the body of your email, please include:

A brief summary of your healthcare or mental health administrative experience.

Confirmation that you have at least 2 years of relevant administrative experience.

Confirmation that you possess near-native English proficiency.

Confirmation that you are comfortable starting in a part-time position with opportunities for advancement to full-time based on performance.

Confirmation that you are comfortable with the compensation range of $5.00–$7.00 USD per hour, depending on experience and qualifications. Interviews will only be offered to applicants who complete all application requirements. This includes:

Sending the application to the correct email address

Using the exact required subject line

Attaching an updated resume

Including the required 60-second video introduction

Providing all requested confirmations in the email body 🚨 Applications that do not follow these instructions will not be considered. 🚨