Operations Administrative Assistant

Company Description Self Space is a group therapy practice in Seattle and Kirkland offering psychotherapy for adults, couples, and families. We place a strong emphasis on helping people find the right therapeutic fit, ensuring care begins in a grounded, relational connection. Our clinicians offer compassionate therapy, tailored to each client, that supports meaningful and lasting change. Applicants will join an organization committed to compassionate, client-centered care and meaningful therapeutic experiences.

Role Description The Self Space Operations & Administrative Assistant is a hands-on, detail-oriented role that supports the owner in keeping Self Space running smoothly day to day. This position combines administrative support, operations support, marketing/outreach legwork, and HR coordination. This is a great fit for someone who is highly organized and administrative, is familiar with project management, likes variety and moves easily between tasks, and wants to be genuinely useful across every part of a thriving practice.  They love working with people, are systems-oriented, and want to become an essential part of a strong therapeutic community.

Location: This role is hybrid, primarily online but with moments of completing tasks in office, running errands, or supporting community outreach.

Job Duties

Executive & Administrative Support

• Manage scheduling and calendar events 
• Draft, review, and send communications on behalf of the owner
• Answer and respond to phone calls; communicate messages and information to the executive
• Prioritize emails and respond when necessary
• Route invoices to accounting
• Other clerical duties as needed

Operations

• Support owner with HR tasks, such as onboarding and documentation. 
• Support office space needs at both locations; communicate with building management as needed
• Support the development and documentation of company processes
• Support the coordination of company events and celebrations
• Assist with subletting support and day-to-day space logistics

Marketing & Outreach Support

• Support execution of local marketing and community outreach efforts (in-person and administrative legwork)
• Periodically deliver marketing materials to key company partners
• Support upkeep of marketing materials, signage, and collateral across both office locations

HR & Personnel Support

• Support new employee and intern onboarding, including paperwork, resources, and answering initial questions
• Answer and respond to employee questions around procedure and process, directing them to the right resource or person
• Assist with maintaining personnel files and tracking key HR dates (start dates, review dates, milestones, licenses, insurance)
• Support the logistics of the annual intern cohort transition and related scheduling
• Assist with distributing and tracking acknowledgment of company policies (e.g., employee manual updates)

Skills and Qualifications

• Excellent interpersonal skills; able to communicate on behalf of the Owner in a clear, kind, and helpful manner
• Comfortable wearing multiple hats and moving between administrative, operational, marketing, and HR tasks in the same day
• Able to demonstrate good judgment and maintain confidentiality
• A genuine interest in supporting therapists and the work of therapy
• Excellent written and verbal communication skills
• Strong time-management and organization skills, with close attention to detail
• Comfortable driving or commuting between two office locations (Seattle and Kirkland) as needed
• A positive attitude and eagerness to become an essential, trusted member of the team.  Willing to commit to 3 years.  Self Space sees 
• Must be located in the greater Seattle area; this is a hybrid position.
• Relationships like these take time to build, so we're looking for someone ready to commit to a minimum of three years. Administrative roles at Self Space are just as relational as clinical ones.