Remote Healthcare Administrative Professional

At Rivia Mind, we believe great mental health care begins with a human connection. We are a psychiatrist-owned mental health practice rooted in New York City, serving individuals across virtual. 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.

A foundation of Together, we turn challenges into opportunities, and every team member helps shape the future of care at Rivia Mind. 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:
  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
• 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
• Maintain confidentiality when handling sensitive clinical, People Operations, or business information
• Support data integrity, enterprise administration, and maintenance within company-wide applications such as Google, Salesforce, and Monday
• Manage and execute all event-related logistics of in-person and virtual events under supervision of Chief People Officer; as well as assist with both in-person and virtual client engagement activities
• Deliver high-level customer service while representing Rivia Mind and serving as a primary point of contact for external contacts

Required Education Level: Bachelor's Degree

Minimum 2 years of experience in administrative support or customer service

Experience managing technical and confidential tasks

Comfortable supporting C-Suite members in a virtual setting

Proficient with utilizing a diverse range of technology platforms and systems (Google Suite required, company-wide platforms/software like , Salesforce and EHR/EMR platforms when applicable)

Expert computer skills and technical aptitude required

• Annual office closure (Dec 25 - Jan
  1) + 7 additional paid holidays
• Annual Flexible Benefit Reimbursement
• Medical, dental, and vision insurance - with EAP and additional wellness programs
• Referral bonus potential

Employment Status:
Full Time

Remote

Work Schedule:

Monday - Friday within normal hours of Operation (9am to 5pm or 10am to 6pm EST)

Rivia Mind is a Mental Health Practice based in NYC, providing access to high-quality care to patients across New York, New Jersey, Connecticut, Florida, and Massachusetts.

Because this is not a solely on-site role, your primary residence…