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Colibri NeuroWellness

Part-Time Administrative Assistant

Waterloo, ON, Canada

Part-time

Within 25 km of Waterloo · About 2.3 km from the city centre

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Job details

Job type: Part-time
Apply by: Nov 23, 2026
Education: High school diploma
Posted: Oct 24, 2026

Original job description

Company Description Colibri NeuroWellness is a multi-disciplinary clinic that brings together Psychologists, Clinical Social Workers, Psychotherapists, ADHD/Executive Functioning Coaches, Occupational Therapists, and psychology staff. The clinic offers a wide range of services that support mental health, emotional well-being, stress management, sensory needs, and neurocognitive functioning. Services include psychotherapy, counselling, coaching, occupational therapy, cognitive rehabilitation, and psychological assessment for concerns such as learning, attention, and cognitive functioning. Colibri NeuroWellness serves individuals across the lifespan - children, teens, adults, and seniors - as well as couples and families in a collaborative, client-centered environment.

Role Description The Part-Time Administrative Assistant will provide day-to-day administrative support to ensure smooth clinic operations at Colibri NeuroWellness. This on-site role, based in Waterloo, ON, includes greeting clients, answering and directing phone calls, managing email inquiries, and scheduling appointments. The Administrative Assistant will handle client intake forms, maintain accurate records, support billing and payment processing, and organize files and documentation. Additional responsibilities may include preparing documents and correspondence, coordinating with clinical staff to manage calendars, and assisting with general office tasks such as ordering supplies and maintaining a clean, professional reception area. This is a part-time position that requires consistent on-site presence during assigned clinic hours.

Qualifications

Strong administrative assistance skills, including scheduling, record-keeping, and managing client files.
Professional phone etiquette and interpersonal communication skills for client-facing and internal interactions.
Executive administrative assistance capabilities, such as calendar coordination and supporting clinical staff with administrative tasks.
Clerical skills, including data entry, document preparation, filing, and basic office software proficiency (e.g., email, word processing, spreadsheets).
Ability to maintain confidentiality and handle sensitive information in accordance with privacy and healthcare standards.
Detail-oriented, organized, and able to manage multiple tasks in a fast-paced clinic environment.
Previous experience in a healthcare, mental health, or clinic setting is an asset.
High school diploma required; post-secondary education in office administration, healthcare administration, or a related field is an asset.

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More about this job

Responsibilities

Provide day-to-day clinic administrative support, including greeting clients, handling calls and email inquiries, scheduling appointments, and managing intake forms and records. Support billing and payment processing, coordinate clinical staff calendars, prepare documents, organize files, and assist with general office tasks.

Requirements

A high school diploma is required; post-secondary education in office administration, healthcare administration, or a related field is an asset. Candidates should have strong administrative, clerical, communication, organizational, and confidentiality skills; experience in a healthcare, mental health, or clinic setting is an asset.

Skills

Administrative Support
Appointment Scheduling
Record-Keeping
Client File Management
Phone Etiquette
Interpersonal Communication
Calendar Coordination
Data Entry
Document Preparation
Filing
Email Management
Word Processing
Spreadsheet Proficiency
Confidentiality
Organization
Multitasking

Visa sponsorship

Not detected in the job text

Keywords

Administrative Support
Client Intake
Appointment Scheduling
Record-Keeping
Client File Management
Billing
Payment Processing
Calendar Coordination
Data Entry
Document Preparation
Filing
Email Management
Phone Etiquette
Confidentiality
Healthcare Privacy
Office Software
Word Processing
Spreadsheets
Mental Health Care
Psychotherapy
Counselling
Occupational Therapy
Psychological Assessment
Clinic Operations
Reception

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