Legends Counseling Services Administrative Assistant Berwyn, IL · Remote · Part time Company website
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At Legends Counseling, the Administrative Assistant plays a vital role in supporting our mission to provide inclusive, affirming mental health care. This position ensures the smooth operation of the practice by managing scheduling, client communication, and administrative workflows. Key responsibilities include: Coordinating client appointments and maintaining accurate calendars Answering calls, emails, and messages with professionalism and warmth Assisting with the intake process and maintaining organized digital records Supporting insurance verifications and billing coordination Managing internal communication channels (e.g., Discord, Simple Practice) Helping prepare documentation and ensuring HIPAA compliance Assisting with social media updates and light content organization This role is ideal for someone who is detail-oriented, empathetic, tech-savvy, and aligned with our values of inclusivity, creativity, and client-centered care. If you're passionate about mental health and enjoy being part of a collaborative, supportive team—this may be the perfect fit.

Description

Job Title: Administrative Assistant

Location: Remote (must be based in Illinois or Indiana)

Job Type: Part-Time (10 hours/week with potential to grow)

Compensation: $15–$20/hour depending on experience


About Legends Counseling:

Legends Counseling is a virtual mental health practice based in Illinois and Washington, specializing in trauma-informed, LGBTQIA+ affirming care, and Geek Therapy. We creatively integrate role-playing games, pop culture, and storytelling into therapy, helping clients navigate anxiety, trauma, identity exploration, and personal growth. Our team values inclusivity, creativity, and collaboration in a fun and affirming work environment.


Position Summary:

We are seeking a detail-oriented, compassionate, and tech-savvy Administrative Assistant to support the daily operations of our mental health practice. You’ll be the first point of contact for many clients and a key member of our team—keeping things organized, efficient, and welcoming.


Key Responsibilities:


  • Manage client scheduling and calendar coordination using Simple Practice
  • Answer calls, emails, and messages with empathy and professionalism
  • Oversee client intake processes and maintain organized digital documentation
  • Verify insurance, coordinate benefits, and assist with billing documentation
  • Monitor and respond to communication channels including email and Discord
  • Support social media and content organization (no marketing experience necessary)
  • Assist with basic office logistics, compliance tracking, and internal projects
  • Assist with uploading clinician notes
  • Other duties as necessary


Required Qualifications:


  • Excellent communication and organizational skills
  • Proficient with technology and comfortable learning new systems (Simple Practice, Gusto, Google Workspace, Discord)
  • Demonstrated reliability, attention to detail, and ability to work independently
  • Strong boundaries and respect for client confidentiality and HIPAA guidelines
  • Comfort working with LGBTQIA+, neurodivergent, and trauma-affected populations
  • At least one year experience in working with medical insurance and billing


Preferred Qualifications:


  • Experience in a mental health or medical setting
  • Knowledge of HIPAA compliance and PHI best practices
  • Familiarity with scheduling or billing in healthcare
  • Interest in geek culture, roleplaying games, or pop culture (a big plus but not required!)


Why Join Legends Counseling?


  • Work remotely in a supportive, values-driven environment
  • Flexible hours that grow with you
  • Opportunities to contribute creatively to a one-of-a-kind practice
  • Help build something meaningful in a space that celebrates individuality and connection


To Apply:

Submit your resume and a short cover letter describing your interest in the position and any relevant experience. We especially encourage applicants from LGBTQIA+, BIPOC, and neurodivergent communities.


Be part of a team where passion, compassion, and creativity come together. Join Legends Counseling.

Salary

$15 - $25 per hour

Apply for Administrative Assistant