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 360° view of each individual, 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

Organized, professional, and self-motivated Administrative Assistant to assist members of the leadership team. Primary responsibilities will include calendar management and coordination of schedules, preparation of meetings, coordinating company events, assisting with special projects, and handling administrative day-to-day tasks.  Administrative Assistant must be available 9:00AM - 5:00PM EST with occasional availability outside of those hours. 

Application Window: Until August 24th, 2025

Anticipated Start Date: Before the end of October 2025

# of Openings: 1

Job Responsibilities & Qualifications

Responsibilities

• Manage calendars for COO and CEO, including scheduling internal and external meetings, coordinating travel, and supporting protected time for priority initiatives
• Support company-wide meetings and ad hoc travel requests, including but not limited to the leadership team
• Screen and prioritize requests, phone calls, and other communications; draft responses on behalf of executives when appropriate
• Prepare and edit documents, presentations, and reports for executive meetings and external partners
• Coordinate meetings, including agenda preparation, note-taking, and tracking follow-up action items 
• 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
• Monitor timelines and deliverables, ensuring the right stakeholders are looped in and deadlines are met
• Liaise between the executive team and department leads to ensure information flows accurately and efficiently
• Facilitate and support committee meetings and company-wide documentation, including policy and procedures, as requested
• Maintain confidentiality when handling sensitive clinical, People Operations, or business information
• Monitor and organize internal requests, follow-ups, and action items for the CEO and COO
• Support data integrity, enterprise administration, and maintenance within company-wide applications such as Google, Salesforce and Monday.com
• Arrange employee gifts for milestone occasions, ensuring timely delivery as requested by CEO, COO or Chief People Officer
• Manage and execute all event-related logistics of in-person and virtual events under supervision of Chief