About Bay City Doulas:

Bay City Doulas is a renowned postpartum doula agency dedicated to providing exceptional support and care to families during the transformative postpartum period. Our team of experienced doulas offers personalized assistance, guidance, and nurturing care to new parents, ensuring a smooth transition into parenthood.

Job Summary:

We are seeking a dedicated and organized Administrative Assistant to join our team on a part-time basis. The Administrative Assistant will play a crucial role in supporting the daily operations of our agency, assisting with administrative tasks, client communication, scheduling, and maintaining records. The ideal candidate should have excellent communication skills, attention to detail, and a passion for supporting families during the postpartum period.

Key Responsibilities:

Client Communication: Serve as the primary point of contact for client inquiries via phone, and email. Provide friendly and informative responses, schedule consultations, and coordinate client appointments.

Client Intakes: Appropriately share information regarding the services that Bay City Doulas provides with inquiring clients. Selling our services and the benefits of working with Bay City Doulas.

Scheduling and Coordination: Manage scheduling for postpartum doula services, including coordinating with clients and doulas to ensure smooth service delivery. Update calendars and maintain accurate records of client appointments.

Invoice Clients and Weekly Check-Ins: Invoice all clients and call each client to check in and ensure satisfaction with services.

Doula Call Outs: Document call outs from doulas and add them to the calendar to ensure office awareness for invoicing purposes.

Calendar Management: Manage Co-Owners calendars regarding inquiries, scheduling, and consultations.

Inquiry Management: Process inquiries promptly, enter details into the conversation sheet, follow up with inquiries, and update the conversion sheet accordingly.

Contract and Invoice Preparation: Prepare contract information forms, Dubsado, and remind clients to sign contracts promptly to secure doula services.

Documenting Doula and Client Information: Create and maintain client sheets in Dubsado for each client, updating them weekly after check-ins and noting any doula call outs.

Doula Pairing and Consultation Scheduling: Pair doulas with clients after intake, arrange consultations, and schedule them on the calendar. Coordinate with doulas to provide clients which available doula times and schedule consultation.

Recruitment and Media Opportunities: Assist in recruiting efforts, create flyers, identify events, and seek podcast and media opportunities to promote Bay City Doulas.

Qualifications:

- Previous experience in an administrative role or customer service/sales position preferred.

- Excellent organizational skills and attention to detail.

- Strong written and verbal communication skills.

- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with cloud-based platforms.

- Ability to work independently and as part of a team in a remote, fast-paced environment.

- Empathy and understanding of the needs of new parents and families during the postpartum period.

- Commitment to maintaining professionalism, confidentiality, and a positive agency image.

Benefits:

- Competitive hourly wage commensurate with experience.

- Flexible work schedule within designated hours (e.g., mornings or afternoons).

- Remote work opportunity with the flexibility to work from any location within [Time Zone].

- Opportunity to make a meaningful impact by supporting families during a special and vulnerable time.

- Professional development and training opportunities within the field of postpartum care.

Application Process:

Interested candidates are encouraged to submit a resume and cover letter outlining their qualifications and interest in the position. Please send applications to [email protected] with the subject line: "Administrative Assistant Application - Bay City Doulas".

Bay City Doulas is an equal opportunity employer committed to diversity and inclusion in the workplace. We encourage individuals of all backgrounds to apply.

Note: This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and activities may change or be supplemented as needed in response to organizational requirements.Job Title: Administrative Assistant

Job Type: Part-time

Pay: From $30.00 per hour

Expected hours: 20 per week

Benefits:

• Paid time off

Schedule:

• Day shift
• Weekends as needed

Experience:

• Customer service: 3 years (Preferred)

Location:

• San Francisco Bay Area, CA (Required)

Work Location: Remote