Administrative Assistant - Remote

Get to Know Rivia Mind
At Rivia Mind, we believe great mental health care begins with a human connection.
Where We Are: We are a psychiatrist-owned mental health practice rooted in New York City, serving individuals across New York, New Jersey, Connecticut, Florida, and Massachusetts through both virtual and hybrid appointments.
How We Support: With a Whole-Person Lens, we provide compassionate, science-based care that honors the full complexity of a person’s biology, psychology, and life circumstances. We go beyond symptom management with an interdisciplinary care model grounded in collaboration, personalization, and delivered with warmth, respect, and clinical integrity. We bring a high-touch, human-centered approach to every aspect of care, from clinical treatment to operational coordination. Click Here to learn more about our services.
Thrive Together: 🌟 Our shared North Star unites us to provide the best patient experience.
At Rivia Mind, we cultivate a collegial culture rooted in:
A foundation of shared values and reciprocal support
A mindset of curiosity, learning, and growth
A spirit of warmth, openness, and authentic connection
Together, we turn challenges into opportunities, and every team member helps shape the future of care at Rivia Mind.
Job Summary
We are seeking a highly organized, professional, curious, and self-motivated Administrative Assistant to provide proactive support to our executive leadership team. This role goes beyond traditional administrative support, requiring someone who can anticipate needs, exercise sound judgment, and take ownership of ensuring executive priorities and key initiatives move forward.
Responsibilities include managing complex calendars and competing priorities, coordinating meetings and company events, supporting special projects, and overseeing day-to-day administrative activities. The ideal candidate will serve as a trusted partner to the CEO and COO, helping them maximize their time and focus on high-impact priorities while independently driving follow-through on decisions, commitments, and strategic initiatives.
Success in this role requires exceptional organization, resourcefulness, attention to detail, and the confidence to take initiative, identify opportunities for process improvement, and hold others accountable for timely follow-through.
Application Window: Until October 25th, 2026
Anticipated Start Date: Before the end of November 2026
# of Openings: 1
Job Responsibilities & Qualifications
Responsibilities
Proactively manage and complete tasks on a daily, weekly, monthly, and quarterly basis for two executive leaders.
Responsible for calendar management for COO and CEO, including scheduling internal and external meetings, coordinating domestic travel, and supporting protected time for priority initiatives
Participate in the planning of company-wide meetings and ad hoc travel requests, including but not limited to the leadership team
Prepare and edit documents, presentations, and reports for executive meetings and external partners
Own meeting coordination and follow-through, including agenda preparation, detailed note-taking, incorporating edits and feedback, communicating key decisions and assigned action items, and proactively following up with stakeholders to ensure timely completion.
Screen and prioritize requests, phone calls, and other communications; draft responses on behalf of executives when appropriate
Assist with expense tracking and reimbursement processes for executives
Track and coordinate conference strategy for Rivia Mind leadership and growth efforts
Assist in the planning, execution, and tracking of special projects led by the COO and CEO
Proactively help COO and CEO manage time to ensure high-priority and strategic items are addressed timely and effectively, including self-directed oversight and follow-up on initiatives
Proactively oversee timelines, deliverables, and key commitments, coordinating with stakeholders, driving accountability, and ensuring deadlines are met without the need for ongoing direction.
Maintain confidentiality when handling sensitive clinical, People Operations, or business information
Proactively manage requests, priorities, and commitments on behalf of the CEO and COO, ensuring timely follow-through and resolution.Support data integrity, enterprise administration, and maintenance within company-wide applications such as Google, Salesforce, and Monday.com
Manage the employee