Executive Assistant to CEO

Executive Assistant To The CEO

Mindful Care is seeking an exceptionally organized, proactive, and resourceful Executive Assistant to the CEO to provide comprehensive support across the CEO's professional, personal, and family responsibilities.

This is a high-trust position with a broad scope that extends beyond traditional executive administrative support. The Executive Assistant will serve as a key partner to the CEO, helping manage his time, communications, priorities, logistics, and administrative responsibilities while also providing support for personal and family-related matters.

A core expectation of this position is the ability and willingness to support both the CEO's corporate responsibilities and his personal and family needs. Candidates should be comfortable moving seamlessly between business and personal priorities and handling sensitive information with exceptional judgment, professionalism, and discretion.

This is a hybrid position with a requirement to work on-site at Mindful Care's headquarters in West Hempstead, New York, two days per month.

Executive Administration & Scheduling

• Manage the CEO's complex calendar, including internal and external meetings, appointments, events, speaking engagements, and personal commitments.
• Manage and prioritize the CEO's email and Linked In inboxes, identifying time-sensitive matters, coordinating responses, and ensuring appropriate follow-up.
• Coordinate domestic and international travel, including air travel, hotels, ground transportation, itineraries, and other arrangements.
• Proactively manage scheduling conflicts, changing priorities, and last-minute requests.
• Coordinate speaking engagements, including scheduling, travel, event logistics, materials, and communication with event organizers.
• Manage documents, forms, signature requests, and other items requiring the CEO's review, approval, or signature.
• Track outstanding requests, commitments, deadlines, and follow-ups to ensure timely completion.

Leadership & Company Support

• Coordinate company and Leadership Team meetings, events, retreats, dinners, and other gatherings.
• Attend weekly Level 10 (L10) huddles and take clear, accurate meeting minutes, including decisions, action items, and follow-ups.
• Assist with planning and coordinating company events and special initiatives.
• Coordinate gala participation and planning, including tables, guests, sponsor ships, logistics, travel, and related arrangements.
• Assist with the coordination and oversight of volunteers and interns supporting the CEO or CEO-related initiatives.
• Provide administrative support to the HR team as needed.
• Manage and submit CEO-related expenses and reimbursements and ensure appropriate documentation and follow-through.

Personal & Family Support

An important and ongoing component of this role is providing administrative and logistical support to the CEO and the family. Personal and family-related responsibilities are considered a core part of the Executive Assistant position rather than occasional or incidental requests.

Responsibilities may include:

• Provide direct personal administrative support to the CEO.
• Provide scheduling, logistical, and administrative support for the CEO's spouse and children as needed.
• Coordinate family appointments, activities, reservations, travel, events, and other commitments.
• Assist with personal travel and transportation arrangements.
• Coordinate personal forms, paperwork, payments, appointments, and administrative matters.
• Assist with the organization and coordination of personal tax documentation and communication with relevant tax professionals.
• Provide bookkeeping support, including organizing records, tracking expenses, coordinating documentation, and liaising with appropriate financial professionals.
• Manage personal reimbursements, receipts, records, and related administrative tasks.
• Coordinate personal vendors, service providers, reservations, purchases, and other household or family needs as requested.
• Maintain awareness of important family dates, commitments, deadlines, and logistical needs.
• Handle sensitive personal and financial information with the highest degree of confidentiality and discretion.

Strategic & Indirect CEO Support

The Executive Assistant will also support the CEO by helping coordinate and manage administrative needs, communications, meetings, documentation, and follow-up related to broader strategic initiatives. This may include:

• Grants:
  Assist with scheduling, documentation, deadlines, submissions, correspondence, and coordination with internal and external stakeholders.
• New Ventures:
  Support meetings, research, communications, organization, and follow-up related to new business opportunities and initiatives.
• Joint Ventures & Partnerships:
  Coordinate discussions, meetings, documentation, introductions, and ongoing follow-up with prospective and existing partners.
• Fundraising:
  Assist with scheduling, materials, outreach, follow-up, and coordination surrounding fundraising activities.
• Mergers &…