Bowmanville Executive Assistant job, WFH, Part-Time, Christian job

The Ivory Tree
is a Christian based Professional Counseling organization that is committed to offering hope and healing to individuals to enrich their quality of life. We have current opening for an Executive Assistant who can handle "Scheduling Appointments/E-mail Liaison & Some Admin work" for the Principal Counselor.

If you are looking to make some extra money, you have a full-time work already or looking for a stop gap job then this is not the job for you, as we are looking for an employee that will be dedicated to grow with the organization and who has good work ethics, being a solid support for the Principal Counsellor and who is committed to excellence.

This position can be demanding for 2 weeks and then slows down completely, very cyclical dependant on the volume of referrals coming in at any given time. Individual in this position may find that they incredibly busy at times or not busy at all which balance it out in terms of total hours in any given month.

Overview of Job Description This is a mainly a virtual position (Working from home 4 days a week from 9am-6pm with No weekend work). However, the candidate will be expected to come to the Home Office in Bowmanville, Ontario once a week for 3 hours to complete clinical paperwork from 10am -- 1pm. (Day to be determined and agreed by both)

We are currently looking for a matured dynamic individual who will support the Principal Counsellor and Founder of The Ivory Tree in a very fast paced environment in several ways in the areas of scheduling, and e-mail coordination with 3rd part individuals and some administration work. (No book-keeping required or needed)

Qualifications Required:

  • Working with 3rd Party Call Centres and Case managers as well as supporting the Principal Counsellor during official hours is a pre-requisite. If employee cannot commit to supporting the Principal Counselor during these hours kindly do not apply.
  • EAP or Case Management experience preferred but not a must.
  • Bachelor's degree in any related field a must.
  • 3-5 years of experience in scheduling appointments a must (between 15-20 appointments per week) in a fast paced environment. Only candidates with scheduling appointments experience will be considered.
  • Detail orientated individual with high level of accuracy and organisational skills required.
  • Individual who can handle stress and has a tolerance for change.
  • Knowledge of Microsoft Outlook, Word, Excel. Ability to do Texting, Skyping, (Appointment Plus program -- Training will be provided) and work with webmail.
  • Candidate must have top time management skills to manage day-to-day hours.
  • Privacy: Individual must maintain a high level of privacy and confidentiality in this position both professionally as well as in line with the PIPEDEA ACT. Any breach of confidentiality will not be tolerated within this position.

    Job Description Details:


    On call from 9am to 6pm Mondays through Fridays, (no weekend work) to monitor phone lines every 2 hours for client referrals coming in on the scheduling phone which will be provided by the company.

  • Taking in referrals through the phone, accepting referrals within 24 hrs by phone or e-mail and booking appointments with clients within 2 business days to see the Counsellor in a timely and efficient manner.
  • Maintaining Counsellor's daily calendar/appointments.
  • Dealing with cancellations, no shows and re-scheduling client appointments as required.
  • Screening calls for Principal Counsellor and communicating important client information to her and to case coordinators at call centres from where the referrals come in for the counselling business.
  • Dealing with Counsellor Cancellations of appointments if necessary and re-scheduling client appointments through phone and e-mails.
  • Updating excel sheet with any changes in appointment details and using "Appointment Plus" scheduling software and making any changes to appointments in the software to reflect client appointment changes, cancellations or no shows. ( Software training will be provided).

    Email Follow-up:

    Dealing with various 3rd party individuals by phone or e-mail to ensure that research and testing have been compiled and sent over to the right department and also coordinating with that 3rd party individual to ensure that it has been received in a timely manner and sent back to both client and Principal Counsellor before appointment date.

  • E-mailing clients their test results or sending them the research material that they requested after coordinating with 3rd party individuals and case coordinators.
  • E-mailing Principal Counsellor Appointment excel data sheet every 2nd day once all the appointments have been scheduled for the day and communicate with her any questions or instructions that are necessary or required via email, phone or texting.
  • Communicate to Principal Counsellor if clients are running late or have cancelled or there is a no show by calling or texting her in a timely manner.
  • Follow-up with clients to re-schedule or close files and advice 3rd party Case coordinators or Call centres of the same.

    Administration Work:

  • Prepare Clinical files for new clients as referrals come in during the week.
  • File away paperwork that has to be archived i.e. completed paperwork when client sessions have been completed.
  • Support Counsellor in the preparation of Treatment Summaries and Interventions -- (Training will be provided).
  • Update client addresses in "Appointment Plus" software as required.

    Compensation Details:

  • Permanent Part-time position (Consultant/Contractor status) not employment status.
  • Please note: Paid Training will be for 2 weeks (2 hrs, 2 times a week) depending on the individual's ability to grasp the position -- on successful completion of the training candidate will receive $100. Once training has been completed and candidate has started the position, the full amount of $400/- will be applicable. However, there is always room for financial growth once employee has proven themselves.
  • Compensation -- This is a salary position. Compensation will be $400/month for approximately 32 hrs per month.
  • As this is a contract position, the individual must have access to their own desktop computer or laptop as most of the work will be online and through e-mails.
  • Two non-personal working professional references required when applying.

    How to Apply

    Interested candidates are invited to forward their recent resume and cover letter to as soon as possible. A member of the Ivory Tree will be interviewing shortly so kindly be prepared to answer relevant experience questions when contacted. Website address: Only candidates with relevant experience and qualification previously mentioned will be contacted.