Accounts Payable Specialist and Executive Assistant to Clinical Psychologist

About CRUX Psychology

CRUX Psychology is a purpose-driven team striving to be the best in Canada at providing timely, accessible, evidence-based therapy and assessment. Our team uses marketing, consolidation, and innovation—with though-minded, competitive execution—so psychologists deliver better care, faster. Learn more: cruxpsychology.ca.

CRUX Psychology is looking for a motivated and detail-oriented Executive Assistant to support Dr. Simon Sherry—a clinical psychologist and professor at Dalhousie University. This is an exciting opportunity to be part of a growing team where science, compassion, and competitiveness intersect to create meaningful change in many peoples’ lives.

The successful candidate will be highly organized, conscientious, reliable, open-to-learning (especially AI), and able to work independently. You will play a key role in supporting day-to-day operations and strategic growth efforts so CRUX Psychology can help more people.

Key Responsibilities

Finance and Administration

• Assist with payroll administration, including updating payroll records, cross-checking hours or service totals, and addressing payroll-related inquiries.
• Oversee accounts payable including invoice processing, expense verification, reconciliation, and maintaining organized financial records.
• Handle vendor payments by coordinating with external partners, ensuring timely and accurate disbursements, and tracking outstanding balances.
• Support basic bookkeeping tasks (e.g., data entry, payment tracking, document organization) in collaboration with CRUX's accountant or financial team.
• Communicate professionally with clients, third-party payers, and psychologists regarding progress reports, treatment authorizations, documentation, scheduling, and other administrative matters.
• Collaborate with CRUX’s administrative teams, including providing backup assistance to CRUX Office Administrators when required.
• Other duties as needed.

Business Development and Operations

• Drive business development initiatives and support efforts to forge new partnerships for CRUX.
• Support CRUX’s accelerated growth by providing organizational, administrative, and strategic assistance in a fast-scaling environment
• Liaise with stakeholders and third-party payers (e.g., Royal Canadian Mounted Police, Canadian Armed Forces, Veterans Affairs Canada, Partners in Canadian Veterans Rehabilitation Services, etc.).
• Coordinate meetings by preparing agendas, scheduling participants, taking accurate notes, and following up on action items.
• Draft, proofread, and send professional correspondence for internal and external audiences, particularly communications related to recruitment and partnership development
• Other duties as needed.

Qualifications

• Minimum 1 year in an executive assistant, administrative, or research support role (clinical, academic, or professional environment preferred)
• University degree or college diploma in a relevant field
• Proficient in Microsoft Office Suite and familiar with productivity tools (e.g., Google Calendar, Gmail, etc.)
• Ability to learn and harness AI
• Excellent written and verbal communication skills
• Highly organized with strong attention to detail
• Capable of managing multiple tasks and tight deadlines
• Discreet, trustworthy, and respectful of confidential information
• Friendly, professional, and eager to learn
• All work occurs at our Clyde Street office in Halifax
• This position is not focused on research assistance

What We Offer

• A full-time opportunity with meaningful work
• A chance to be part of a purpose-driven team
• Mentorship and learning opportunities with a recognized expert

To Apply

Please submit your cover letter and resume detailing your interest and qualifications for this position.

Job Type: Full-time

Pay: $20.00-$23.00 per hour

Ability to commute/relocate

• Halifax, NS: reliably commute or plan to relocate before starting work (required)

Education

• Bachelor's Degree (preferred)

Work Location: In person