Administrative Assistant

This is not a typical front desk job.

We're looking for a go-getter. Someone who walks in and immediately sees what needs to happen. Someone who finds a busy day energizing, not overwhelming. Someone who takes ownership, follows through, and cares deeply about the experience they create for every person who contacts our clinic.

If you have been waiting for a role that respects you , values your initiative, and gives you real room to grow into leadership: this might be it.

Who We Are

Exhale Therapy is an independently owned counselling clinic in Kitchener, Ontario. Our team of over 30 diverse, experienced clinicians provides care to individuals, couples, families, and children across a wide range of specialties. We are values-driven, community-rooted, and growing quickly.

Our administrative team is the operational backbone of the clinic. We are proud of the culture we have built: one where initiative is recognized, ideas are welcomed, and people who show up and own their work are given real opportunities to grow into supervisory and leadership roles as the clinic continues to expand.

Exceptional client care starts before someone ever sits down with a therapist. It starts with the person who answers the phone, solves the problem, and makes someone feel supported from their very first interaction. That is the work you will be doing here.

What You'll Do

No two days look exactly alike. You will often be the first voice a client hears and the first face they see, and that first impression matters enormously. Your work keeps the clinic running and the team supported.

• Welcome clients and guide them through the intake process with warmth and professionalism
• Manage appointments, cancellations, rescheduling, and waitlists
• Respond to client inquiries by phone and email with accuracy, empathy, and efficiency
• Maintain accurate client records, documentation, and scheduling information
• Monitor assigned communication channels including email, voicemail, and internal platforms
• Support clinicians so they can stay focused fully on client care
• Help maintain a welcoming, organized, and professional clinic environment
• Assist with workshops, community events, and special programming
• Spot workflow gaps and actively bring solutions forward: we genuinely want your ideas
• Uphold client confidentiality and professional standards in every interaction

Who We're Looking For

The person who thrives in this role does not wait to be told what needs attention. They look around, they notice, and they act. They are calm when priorities shift, sharp when things move fast, and accountable when things do not go as planned.

You are the right fit if you:

• Get energized, not overwhelmed, when multiple things land at once
• Take initiative naturally: you see what needs doing and you do it
• Take pride in following through completely, not just starting things
• Communicate clearly and professionally, even in fast-moving or high-stakes moments
• Are genuinely passionate about mental health, community, and being part of something that matters
• Are thinking about your long-term trajectory and want a role with a real path into leadership

Qualifications:

• 1 to 3 years of experience in an administrative, office support, or client-facing role (or equivalent)
• Excellent organizational skills and strong attention to detail
• Confident managing multiple competing priorities without losing accuracy
• Outstanding communication and interpersonal skills
• A proactive, solutions-focused approach to problems
• Reliability, accountability, and strong follow-through
• A genuine respect for people and the challenges they may be navigating
• Experience in healthcare, mental health, or a client-centred environment is an asset but not required

Availability:

• Evening and weekend availability is a regular part of this role
• This is a fully in-person, on-site position

What We Offer:

We believe great workplaces are built by great people. We want team members to feel supported, trusted, and empowered to grow alongside the clinic.

• Competitive hourly wages: $20.00 to $24.00/hour based on experience
• Extended health benefits
• A bright, welcoming, and thoughtfully designed clinic environment
• Comprehensive onboarding and ongoing support
• Real opportunities to grow into supervisory or leadership roles as the clinic expands
• A collaborative, respectful team culture where your ideas and contributions are genuinely valued

How to Apply

Send your resume and a cover letter. Tell us a bit about yourself, why this role interests you, and what you would bring to the Exhale team

Email: [email protected]

We welcome applications from all backgrounds and are committed to an inclusive, accessible hiring process.

Disclaimers:

• The above duties and responsibilities are essential job functions, subject to reasonable accommodations. The above requirements indicate the minimum level of knowledge and skills deemed necessary to perform the job at a satisfactory level.
• The above job description should not be construed as an exhaustive statement of duties and responsibilities. Employees may be required to perform other related tasks as requested by Exhale Therapy.
• Due to the sensitive nature of this work, we are not able to hire any new or existing clients for this role. Client confidentiality will always be our top priority; as such, we wish to mitigate any potential conflicts of interest. We thank all applicants for their understanding.

Job Types: Full-time, Permanent

Work Location: In person