ANYWHERE WELLNESS PLLC Business Operations Assistant/Executive Assistant-Private Practice, Mental Health Clinic Remote · Part time Company website

Apply for Business Operations Assistant/Executive Assistant-Private Practice, Mental Health Clinic

At Anywhere Wellness, we are committed to delivering exceptional and accessible care by seamlessly integrating counseling and medication management into a streamlined Telehealth experience. We accept insurance and provide prompt appointment availability, ensuring personalized and timely support for residents across Washington State.

Job Title: Business Operations Assistant / Executive Assistant

Company: Anywhere Wellness Location

Fully remote — only hiring candidates based in the Pacific Time (PT) or Mountain Time (MT) zones

Work Environment: This is a fully remote role, but it requires full-time, fully virtual visual presence in our online virtual office (Kumospace) during all working hours, alongside the rest of the admin team. Camera-on, present, and accessible to the team throughout the workday is a core, non-negotiable part of how this position operates.

Schedule: Full-time, Monday through Friday, 8:00 AM to 5:00 PM PST (1 hour lunch)The clinic is closed on all major holidays. Candidates hired must value reliablility with a history of good attendance at prior jobs and adheres to dedicated work schedules, consistency is key.

Reports to: Desirae Dorsey

Compensation: 52-62k/annually

About Anywhere Wellness

Anywhere Wellness is a fully remote mental and behavioral health practice committed to making thoughtful, high-quality care accessible from anywhere. Our team works together every day inside our Kumospace virtual office, where we maintain a real, camera-on presence so that collaboration, problem-solving, and team culture feel just as connected as they would in a physical space. The way we show up in our virtual office is central to how we run, and this role plays a meaningful part in setting that tone for the admin team.

About the Role

Anywhere Wellness is hiring a Business Operations Assistant / Executive Assistant to lead our small administrative team and serve as a steady, organized partner to leadership. This person will oversee the day-to-day flow of billing and patient care coordination, support our clinical providers as needs arise, and own the executive assistant responsibilities that keep our organization running smoothly. It is a hybrid role in the truest sense: part team lead, part operator, part executive partner.

Because this person leads the admin team inside our virtual office, full-time visual presence in Kumospace during working hours (8:00 AM – 5:00 PM PST, Monday through Friday) is required. You will be on camera, in the office, available to your team and to leadership throughout the day, just as you would be in a physical office.

The ideal candidate is highly organized, calm under pressure, naturally proactive, and genuinely energized by helping a team and a mission run well. You enjoy creating order, owning details, and being the person others can rely on.

What You Will Do

Lead the Admin Team Serve as the day-to-day lead of a small administrative team operating entirely within our Kumospace virtual office. Set the tone for full virtual presence, camera-on availability, and team responsiveness. Coordinate daily workflow, distribute tasks, troubleshoot in real time, and make sure the admin team feels supported, focused, and connected throughout the day.

Oversee Billing Operations Supervise the billing workflow end-to-end, including claims submission, insurance follow-up, patient invoicing, payment posting, and resolution of billing issues. Monitor key billing metrics, flag concerns, and partner with leadership on improvements. Ensure documentation and processes stay compliant and accurate.

Oversee Patient Care Coordination Provide direct oversight of patient care coordination, including intake, scheduling, insurance verification, referrals, and ongoing communication with patients. Ensure that every patient touchpoint reflects the warmth, professionalism, and follow-through Anywhere Wellness is known for.

Support Our Clinical Providers Act as a reliable point of support for our providers, helping with administrative needs that arise throughout the week. This may include scheduling adjustments, documentation logistics, patient communication, credentialing follow-ups, or general problem-solving so providers can focus on patient care.

Provide Executive Assistant Support Own daily executive assistant responsibilities for the organization, including calendar management, email triage, meeting prep and follow-up, travel coordination as needed, vendor communication, document preparation, and special projects assigned by leadership. Anticipate needs before they are asked.

Strengthen Operations Over Time Identify gaps, suggest improvements, and help build the systems, checklists, and SOPs that make a remote practice run beautifully. Bring a continuous improvement mindset to every part of the work.

What We Are Looking For

Candidates must be based in the Pacific Time (PT) or Mountain Time (MT) zone and available to work 8:00 AM – 5:00 PM PST, Monday through Friday.

Three or more years of experience in an executive assistant, operations, practice management, or office manager role, ideally within a healthcare, behavioral health, or professional services setting.

Prior experience leading or coordinating a small team, even informally.

Familiarity with mental or behavioral health billing, insurance, and care coordination workflows is strongly preferred, along with candidates with degree/certifications.

A genuine willingness and ability to maintain full-time, camera-on visual presence in our Kumospace virtual office throughout the entire workday. This is how we operate as a team and is essential to the role. Experience with Kumospace, Gather, or similar virtual office platforms is a plus.

A dedicated, professional, distraction-minimized remote work setup with reliable high-speed internet, quality webcam, headset or quality mic, and a workspace appropriate for confidential patient and provider conversations.

Exceptional organizational skills, attention to detail, and the ability to manage many moving pieces at once without losing the thread.

Strong written and verbal communication. You can speak with patients, providers, payers, and leadership with equal professionalism.

Tech-comfortable. You can quickly learn and confidently navigate EHR systems (Tebra/Simple Practice), billing software, scheduling tools, Google Workspace, and the everyday tools of a modern remote practice.

Discretion, sound judgment, and a strong sense of ownership. You treat sensitive information with care and follow through on what you commit to.

A warm, steady, team-first presence. You make the people around you better.

Nice to Have

Experience with credentialing, insurance enrollment, or revenue cycle management.

Familiarity with HIPAA-compliant workflows in a telehealth setting.

Experience writing SOPs or building admin systems from the ground up.

Why Join Anywhere Wellness

A mission that matters. You will help expand access to mental and behavioral health care.

A truly connected remote culture. Our Kumospace office means you are never working alone, even on a tough day.

A predictable schedule. Standard Monday–Friday hours and the clinic is closed on all major holidays.

Real leadership scope. You will run a team and a function, not just execute tasks.

A leadership team that values your input and trusts you to own your work.

Full Benefits (Medical, Dental, Vision), PTO, Floating Holidays, professional development reimbusement

How to Apply

Please send us a brief introduction and your background as a reply to this post. Every candidate who applies goes through a review process with our hiring panel. Please include "Business Operations Assistant" in your subject line.

References may be requested.

How to Contact Us About This Position

Please respond only via this post. This is the best and only way to contact the hiring team about your interest in this role.

Candidates who call or email the office or clinic will not be considered for this role due to the high volume of inquiries we receive. Our care coordinator does not play any part in the hiring process, and her workload does not support an influx of calls or emails related to job posts or candidates.

Candidates who are chosen to progress in the hiring process will be contacted directly via email or phone with an invitation to interview.

Thank you for your time and interest. We look forward to reviewing your resume and cover letter, and we cannot wait to find the right person to join our team at Anywhere Wellness.

Anywhere Wellness is an equal opportunity employer. We welcome applicants of every background and are committed to building a team where everyone is supported and able to do their best work.