Administrative Assistant

Administrative Assistant

TimelyCare

TimelyCare is a clinically accountable virtual care provider built specifically for education. Trusted by nearly 500 campuses across the U.S., TimelyCare combines URAC-accredited clinical standards with a measurement-based approach and a partnership-first model to help institutions champion well-being with clarity, accountability, and real-world impact. Through a seamless, easy-to-access platform, TimelyCare offers a comprehensive range of services, including a crisis line, mental health counseling, on-demand emotional support, medical care, psychiatric care, health coaching, success coaching, basic needs assistance, faculty and staff guidance, peer support, and self-guided wellness tools. TimelyCare drives clinically validated improvements in depression and anxiety, supporting healthier learning environments.

The Role

TimelyCare is looking for an Administrative Assistant who is equally people and systems-oriented, as they will be integral to cultivating company culture. If you thrive in a fast-paced environment, love making things run smoothly behind the scenes, and don't mind rolling up your sleeves, this role is for you.

We are looking for someone energetic, comfortable wearing multiple hats, reliable and tech-savvy. This role is ideal for someone who is organized and professional, and able to bring creative solutions to unexpected challenges. This person shows up every day with enthusiasm and champions company culture as the first impression of our office.

Location

This is an Onsite role. We are looking for someone who can commute to our office located in Fort Worth, Texas 5 days a week.

What You'll Do

Support the Executive Leadership Team

• Manage dynamic calendars for key members of the Executive Leadership team, proactively resolving conflicts and adjusting schedules as needed.
• Prepare meeting agendas, presentations, and capture action items for tracking. Ensure necessary materials are ready in advance.
• Act as a point of contact for key ELT members, ensuring clear and timely communication.
• Coordinate detailed travel arrangements and prepare and reconcile executive expenses, ensuring accuracy and compliance with company guidelines.
• Proactively anticipate the needs of the leaders you support and resolve them quickly.
• Handle multiple projects in a rapidly evolving environment.
• Partner with Executive Assistant to manage departmental meetings, including offsite and virtual for logistics and meeting deliverables.

• Coordinate team onsite meetings, including ordering lunch, setting up food, breaking down, and cleaning the kitchen.
• Support new hire coordination: add new hires to the company staff meeting, order gear, and mail welcome boxes.
• Assist in planning team celebrations, anniversaries, and company events.
• Order business cards and handle general employee inquiries and requests.

• Provide onsite support managing mail, greeting guests, and handling day-to-day office needs
• Scan and route incoming mail to the appropriate recipients and shred as needed.
• Keep both properties stocked with office supplies and kitchen essentials (drinks, snacks, coffee, paper products, etc.).
• Maintain a clean and welcoming office environment: periodically empty trash, clean up the kitchen, and handle general tidying.

• 5+ years of administrative experience or demonstrated equivalent through a combination of education and hands-on experience.
• Advanced proficiency with Google Suite (Mail, Calendar, Drive) and Microsoft Office.
• Comfortable working with Mac products and tools like Zoom, Slack, and Concur.
• Strong organizational skills and high attention to detail, with a natural ability to problem solve.
• Excellent multitasking and time management skills - you make things happen.
• Good communication and relationship-building skills across all levels of the organization.
• You see new challenges as opportunities and a chance to level-up.
• Ability to utilize complete discretion and sound judgment when handling confidential information.
• Comfort with ambiguity and the ability to adapt quickly as priorities shift.
• Ability to be onsite Monday-Friday; this role requires consistent in-office presence.

• Paid Company Holidays + No work on your birthday!
• Flexible PTO + Volunteer Time Off (VTO) as an organization to give back to the community
• Variable bonus eligibility on a quarterly basis
• Company-sponsored Health Insurance (Medical, Dental, Vision) + Pet Insurance
• Company-paid group Life Insurance + Company-paid Short Term Disability
• Concierge benefit support services
• 401(k) with employer match
• Free access to TimelyCare virtual medical and mental health support
• Mission-Driven Purpose with a Supportive Team Culture