Executive Assistant — Psychotherapy Practice

Description: Executive Assistant — Client Care & Operations

Zeeva Behavioral Health | Sherman Oaks & West Los Angeles, CA Full-Time | Hybrid, Mostly In-Person in Sherman Oaks | $20–$21/hour, depending on experience Nobody calls a therapist on a good day.

Something happened. A relationship ended. A panic attack in the car before work. A child who isn’t okay and a parent out of ideas. A loss. A diagnosis. A morning when getting out of bed stopped feeling possible.

By the time someone reaches out to Zeeva, something in their life often needs to change.

At Zeeva, the therapist owns what happens inside the therapy room.

Our Executive Assistant helps make sure everything around that care runs exceptionally well. This role sits at the intersection of executive support, office operations, project coordination, and client care. You will be a trusted partner to leadership — helping organize priorities, manage communication, track commitments, coordinate projects, and make sure important work moves forward.

At the same time, because we are a mental health practice, you will occasionally step into the client-care experience itself: helping clients navigate scheduling, administrative questions, follow-up, and other non-clinical needs with warmth and professionalism.

The primary responsibility is supporting our founder and keeping the business moving. The secondary responsibility is helping make sure our clients feel cared for along the way. The Role

We are looking for an Executive Assistant who is highly organized, proactive, emotionally intelligent, and exceptionally dependable. This is not a role for someone who wants to simply manage a calendar or wait for instructions.

We are looking for someone who sees what needs to happen, figures out the next step, communicates clearly, follows through, and closes the loop.

You will work closely with leadership and the broader Zeeva team to help manage the details that allow a growing behavioral health practice to operate smoothly.

Your day may include coordinating meetings, organizing priorities, following up on action items, preparing information for leadership, communicating with vendors or team members, helping move projects forward, troubleshooting administrative issues, and supporting the client experience when needed.

You will become someone leadership can trust to say, “I’ve got it.” Primary Responsibility: Executive Support & Operations

Executive Support

• Manage and coordinate leadership calendars, meetings, appointments, and scheduling priorities.
• Help organize leadership’s daily and weekly priorities.
• Prepare meeting agendas, notes, documents, and follow-up items.
• Track commitments and make sure important action items do not get forgotten.
• Help manage executive email and communication workflows.
• Draft and organize correspondence, follow-ups, and internal communications.
• Coordinate meetings with clinicians, candidates, vendors, partners, and other stakeholders.
• Help prepare leadership for meetings by gathering information and organizing relevant materials.
• Anticipate needs before they become urgent.
• Protect confidential and sensitive information with discretion.
• Serve as a reliable point of coordination between leadership and the rest of the organization.

Project & Task Management

• Keep projects moving from idea to completion.
• Track deadlines, deliverables, owners, and next steps.
• Follow up with team members when action items are outstanding.
• Maintain organized task lists and project information.
• Help leadership identify what needs attention now versus later.
• Notice bottlenecks and help find solutions.
• Coordinate multiple priorities without losing track of details.
• Make sure meetings result in action rather than simply conversation.
• Close loops and communicate when something has been completed.
• Help implement new systems, processes, and organizational improvements.

Administrative & Office Operations

• Coordinate administrative priorities across the practice.
• Help organize office systems, documents, supplies, and operational information.
• Coordinate with vendors, service providers, and outside partners.
• Help schedule interviews, meetings, training, and team events.
• Support hiring and onboarding logistics as needed.
• Help maintain accurate records and organized information.
• Assist with special …