Executive Assistant/Office Manager

Job Summary
Executive Assistant with Healthcare experience in Systems and Team Support

Soar Therapy & Integrated Wellness – Springfield, VA

Full-Time | In-Person Required | $23–$27/hr

About the Role

Soar Therapy & Integrated Wellness is seeking a highly organized, tech-savvy Executive Assistant with Systems and Team Support to help the CEO stay focused on vision and leadership while ensuring the team and operations run smoothly.

This role is ideal for someone who brings structure, anticipates needs, enjoys working with checklists and systems, and takes initiative. From managing the CEO’s calendar and onboarding new team members to tracking documentation deadlines and capturing team moments, you’ll be a key partner in day-to-day support.

This is an in-person role. Candidates must be located in Northern Virginia and available to work onsite.

About Us

Soar Therapy & Integrated Wellness is a trauma-informed, culturally responsive group practice in Springfield, VA. We provide mental health services, DBT groups, , and wellness services for children, teens, and adults. Our team is collaborative, mission-driven, and passionate about holistic care.

Key Responsibilities

Team Support & Administrative Coordination

Follow up with clinicians on weekly tasks like documentation, timesheets, and productivity goals
Help monitor documentation checklists to support timeliness and accuracy
Coordinate onboarding steps and welcome materials for new team members
Schedule and coordinate quarterly team lunches and appreciation efforts
Prepare and organize documents for meetings, ensuring all materials are ready in advance.

Handle incoming communications via phone systems and email, responding or redirecting as necessary.

Assist in project coordination by tracking progress and deadlines, ensuring timely completion of tasks.

Maintain organized filing systems for both physical and digital documents.

Provide customer service support by addressing inquiries and resolving issues promptly.

Executive Support

****Must have a Healtcare Background*****

Manage and protect the CEO’s calendar by tracking priorities and preventing overload. Schedule meetings, appointments, and make travel arrangements.

Help the CEO stay focused with weekly check-ins and summaries of key to-dos
Send communications and reminders to the team as needed Manage the CEO's calendar, including scheduling meetings, appointments, and travel arrangements.

Track task lists and small project deadlines to keep things flowing

Act as a personal assistant to the CEO, managing personal tasks as needed to facilitate their workflow.

Hiring & Admin Support

Review profiles and resumes on job boards
Conduct initial phone screenings and coordinate interview scheduling.
Organize candidate documentation and assist with onboarding logistics

Light Marketing & Culture Visibility and Community Partnerships

Capture casual photos and short videos of team moments and events
Share content with our marketing assistant or post simple updates
Help distribute flyers and maintain provider contact lists
Support creative ways to gather client feedback or surveys

Be on site at community events to promote services and foster partnerships

The Right Person for This Role Is:

Incredibly organized and reliable with strong follow-through
Friendly, grounded, and emotionally intelligent
Confident using Google Workspace, Excel, Canva, and Instagram
Bonus if you have experience with Zapier, CRMs, or workflow automation tools
Comfortable working independently and collaboratively
Based in Northern Virginia with the ability to work in-person 3 days per week

Energetic and a People connector

Position Details

Part-time 30 hours/week)
In-person/hybrid role (Springfield, VA)
Pay: $23–$27/hour depending on experience

Reports directly to the CEO

Education: ***Must have a Bachelor's Degree in Health or Business Administration***

To Apply

Email your resume and a short cover letter (or 1-minute video) sharing:
Why does this role speak to you
One system or app you love for staying organized

Send to: info@soartherapywellness.com
Subject line: Executive Assistant Application – [Your Name]

Job Type: Full-time

Pay: $24.29 - $27.00 per hour

Expected hours: 30 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Do you live within 35 miles of the office location?
• Do you have experience working as an executive assistant in a healthcare environment?
• This role is in-person in Springfield, VA, three days per week. Can you commit to this consistently?
• Describe a situation where you were responsible for overseeing a specific process, function, or small team. What was your role in keeping everything on track?
• Can you share an example where you addressed a problematic behavior in a team or process? How did you handle it?
• Have you ever been the “right-hand” to a CEO, owner, or senior leader? What types of decisions or responsibilities were delegated to you? (Be specific)
• Have you written or improved Standard Operating Procedures (SOPs) in your past roles? Can you walk me through your process for documenting a workflow?
• If you were at a team event, how would you capture moments for social media while still staying engaged in your role?
• Have you reviewed resumes or conducted initial interviews? How did you decide who moved forward?
• Have you ever learned a new tech tool on your own? What was it, and how did you learn it?

Work Location: In person

Salary : $23 - $27