Executive Assistant and Project Coordinator (AI Proficiency)
North End Wellness & Counseling | Remote | Full-time | $24–$28 per hour; up to $30 for an exceptionally strong candidate
Good people. Meaningful work. A team that values you.
Our operations team often shares how different it feels to work at North End Wellness & Counseling. They describe feeling heard and respected, having room to be creative and grow, and being proud of the part they play in helping people heal. We see the work behind the scenes as essential to a thriving counseling practice.
North End Wellness is a counseling center with two locations and approximately 24 clinicians. We’re adding a new member to our operations team who will work closely with the Executive Director to research options, support decisions, and move projects from ideas to completion, using practical AI skills and current technology.
Approximately 25–50% of your time will also involve answering phones, scheduling clients, and providing warm, dependable support to people seeking counseling. The balance will vary with project priorities and scheduling needs, and both are significant, ongoing parts of the position.
This role is for someone who enjoys helping people, investigating questions, and turning ideas into something that works. You may start with a conversation, a rough outline, or a partially developed project. You’ll help clarify the goal, identify what is missing, and organize the next steps. We’re looking for someone who brings curiosity, sound judgment, warmth, and pride in following through.
What makes working at NEW different?
A meaningful voice in how we work: Our operations team is included in decisions that affect their responsibilities and encouraged to help shape our systems. You’ll have room to offer ideas, use your judgment, and make improvements within agreed priorities, with support when you need it.
Attention to your well-being: We pay attention to workload, fair compensation, clear communication, and shared responsibilities. A healthy, sustainable work experience for our team helps the whole practice function well.
Development beyond learning the job: Along with training in our practice and procedures, the Executive Director regularly leads sessions on communication, decision-making, project completion, and thoughtful AI use. As NEW grows and evolves, we want our team to grow with it.
Connection as part of the workday: Regular meetings and ongoing communication keep our remote team connected. We also support time together through paid team lunches and in-person coffee meetings when location allows.
The job: People, projects, and problem solving
You’ll report directly to the Executive Director and work alongside the Practice Manager and scheduling and billing staff. The Practice Manager provides operational guidance and supervision in agreed areas, including scheduling and coverage. Together, we’ll clarify priorities, responsibilities, and time for focused project work. You’ll raise competing demands early so they can be resolved.
The initial focus is North End Wellness. You’ll carry out smaller assignments and agreed project steps independently, with direction and guidance, and bring significant decisions back for review.
Research and decision support: Gather reliable information, investigate existing models, compare options, and identify benefits, costs, risks, and unanswered questions. Prepare clear summaries, basic financial comparisons, and reasoned recommendations to help the Executive Director and project leads make decisions.
Project development and completion: Turn discussions, transcripts, and rough ideas into usable plans and materials. Clarify the intended result, organize steps and deadlines, coordinate contributors, and follow up until work is complete. Check accuracy, test whether changes work, and confirm that the people using them understand what to do.
Practical AI and technology: Use approved AI tools to research, organize information, explore alternatives, draft and refine materials, and improve workflows. Learn software, troubleshoot common problems, and help colleagues use new processes. Verify outputs and recognize when specialist help is needed.
Progress and follow-through: Keep project information organized and current, communicate progress without prompting, and flag obstacles or decisions needed early. Bring work back ready for review and address remaining issues so assignments do not stall.
Scheduling and client coordination: Answer calls, arrange appointments, respond to messages, and guide clients through next steps. Maintain accurate records, communicate changes, follow up on outstanding requests, and coordinate clear handoffs with clinicians and scheduling colleagues.
Confidentiality and accuracy: Protect client, employee, and business information. Follow approved AI, privacy, and security practices, check details carefully, and correct errors promptly.
Examples of projects you might support
Help update and organize our operations manual using existing materials and meeting transcripts, with clear writing, useful links, and easy navigation through Google Drive.
Support the migration of email and shared files into Google Workspace by organizing steps, documenting procedures, testing changes, and helping staff make the transition.
Assist a clinician developing a new program, such as assessment and testing, by researching existing models, adapting ideas to NEW, and comparing practical and financial considerations.
Who we’re looking for: Capability and character
Both your work quality and how you work with others matter. We’re looking for:
Project ownership and initiative: Experience organizing and completing work with multiple steps and contributors. Ability to create structure when an assignment is not fully mapped out, ask useful questions, and follow through while balancing daily responsibilities.
Research and sound judgment: Ability to distinguish facts from assumptions, investigate causes, compare alternatives, and consider effects on people and systems. Be willing to question an approach respectfully and explain your reasoning.
Practical AI proficiency: Demonstrated use of AI beyond basic drafting to explore problems, analyze information, test assumptions, and develop projects or workflows. Provide useful context, refine your approach, check sources and outputs, and apply your own judgment. Stay curious and current about useful tools while following approved confidentiality practices.
Google Workspace and spreadsheet skills: Confidence using Gmail, Google Drive, Docs, and Sheets to organize information and create usable documents and trackers. Ability to use basic formulas and develop clear cost or financial comparisons, making assumptions explicit and checking calculations. Comparable Microsoft Office or Excel experience is welcome, with a willingness to learn Google Workspace.
Technology and learning: Resourcefulness in learning software, troubleshooting common problems, and helping others use tools effectively. Programming is not required; automation experience is welcome but optional.
Warm, composed communication: Ability to listen patiently and explain next steps to callers who may be anxious or overwhelmed. Maintain appropriate boundaries and involve a clinician or supervisor when needed.
Attention to detail and sound judgment: Write clearly, proofread documents, check data and scheduling accuracy, and deliver work that others can use confidently. Handle confidential information carefully and consistently.
Collaboration and accountability: Bring honesty, kindness, and respect. Welcome feedback, own mistakes, and care about colleagues’ experience working with you.
Relevant experience may come from executive support, operations, project coordination, implementation, or other settings. Healthcare experience is welcome; we provide practice-specific training.
What success looks like The Executive Director receives clear information for decisions and can hand off agreed work with confidence. Projects move forward with consistent follow-through, obstacles are raised early, and finished work is accurate and usable. Clients receive timely, thoughtful scheduling support, and colleagues know where things stand.
Pay, benefits, and practical details
Pay: $24–$28 per hour based on relevant experience and demonstrated skills, with up to $30 considered for an exceptionally strong candidate. Future increases are based on experience and performance. Full-time W-2 employment, generally 40 paid hours weekly, on our standard payroll schedule.
Schedule: Generally Monday through Friday, 8:00 AM to 5:00 PM Mountain Time, with a one-hour unpaid lunch, unless otherwise agreed.
Equipment provided: Computer, printer, and two monitors supplied by NEW.
Retirement: IRA with a 3% employer match, subject to plan eligibility and terms.
Wellness & Growth Bonus: Estimated annual amounts of $1,100 for less than 3 years of service, $2,200 for 3 to under 6 years, $3,200 for 6 to under 9 years, and $4,300 for 9 years onward, based on hours worked, length of service, and program terms.
Performance bonus: Annual maximums of $500 in years 1–2, $1,000 in years 3–4, and $1,500 in year 5 onward, based on contribution, reliability, and impact, subject to eligibility and performance review.
Working remotely: The setup you’ll need
Location: Boise and Meridian area applicants preferred; candidates throughout the United States welcome if available for the Mountain Time schedule.
Private, undisturbed workspace: A dedicated home office must protect calls, screens, and documents under NEW’s HIPAA and security requirements and allow uninterrupted availability for calls, meetings, and projects.
Space and internet: Room for the supplied computer, printer, and two medium to large monitors, plus reliable high-speed internet supporting calls, video meetings, and work systems.
How to apply: Your cover letter matters
Please send your resume and a cover letter written specifically for this opportunity to dmcidaho@gmail.com. Tell us what interests you about North End Wellness and how your experience fits both the project work and client scheduling responsibilities. Include specific examples of:
A project you helped develop and followed through to completion, including your contribution and the outcome.
How you used AI to solve a problem, support a decision, or improve a workflow, and how you checked the results.
Your experience with Google Workspace, spreadsheets, or comparable technology, along with client or customer communication.
Applications with generic cover letters, or without a cover letter, will not be considered.
Shortlisted applicants may be invited to complete a brief, fictional project exercise before an interview. AI use is welcome in the exercise; we’re interested in your judgment, approach, and ability to verify the result.
We look forward to getting to know you, what you’re looking for in your next job, and what you have to offer.
Pay: $24.00 - $30.00 per hour
Expected hours: 40.0 per week
Benefits
Dental insurance
Health insurance
Paid time off
Vision insurance
Work Location: Remote