Administrative Assistant - Remote

Rivia Mind - Mental Healthcare; New York (NY); Hybrid; USD 45,000 - 50,000; Full time

Benefits offered by this job

3 weeks of PTO + Milestone Increases

Annual office closure + 7 holidays

Annual Impact Days

Medical, dental, and vision insurance

401(k) with employer match

Bereavement leave (including pet)

Voluntary benefits, HSA, DCA, FSA

Job summary

Rivia Mind is a NYC‑based mental health practice seeking an organized Administrative Assistant to support the CEO and COO. You will manage calendars, coordinate meetings and travel, prepare documents, and help drive strategic initiatives with strong judgment and discretion.

This hybrid, full‑time role offers a collaborative environment, competitive pay, and opportunities to contribute to executive priorities while maintaining confidentiality and professional integrity.

Qualifications

• Minimum 2 years of experience in administrative support or customer service.
• Experience managing technical and confidential tasks.
• Excellent written and verbal communication skills.
• Comfortable supporting C‑Suite members in a virtual setting.
• Problem‑solving and time management skills.
• Highly organized with the ability to manage competing priorities.
• Proficient with utilizing a diverse range of technology platforms and systems (Google Suite required, company‑wide platforms/software like Monday.com, Salesforce and EHR/EMR platforms when applicable).
• Expert computer skills and technical aptitude required.

Responsibilities

• Proactively manage and complete tasks on a daily, weekly, monthly, and quarterly basis for two executive leaders.
• Calendar management for COO and CEO, including scheduling internal and external meetings, coordinating domestic travel, and supporting priority initiatives.
• Plan and coordinate company‑wide meetings and ad hoc travel requests.
• Prepare and edit documents, presentations, and reports for executive meetings and external partners.
• Own meeting coordination and follow‑through, including agenda preparation and note‑taking.
• Screen and prioritize requests, draft responses on behalf of executives when appropriate.
• Assist with expense tracking and reimbursement processes for executives.
• Track and coordinate conference strategy for leadership and growth efforts.
• Plan, execute, and track special projects led by COO and CEO.
• Oversee timelines, deliverables, and commitments with stakeholders to ensure deadlines.
• Maintain confidentiality handling sensitive information.
• Support data integrity and enterprise administration within Google, Salesforce, and Monday.com.
• Manage employee milestone gifting and event logistics under leadership supervision.
• Deliver high‑level customer service representing Rivia Mind to external contacts.
• Foster a friendly, collaborative, and growth‑oriented culture.
• Perform other duties as assigned.

Skills

Administrative support

Customer service

Written communication

Verbal communication

C‑Suite support

Time management

Organizational skills

Google Suite

Salesforce

Monday.com

EHR/EMR

Education

Bachelor's Degree

Tools

Google Suite

Monday.com

Salesforce

EHR/EMR systems

Job description

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.

Thrive Together

Our shared North Star unites us to provide the best patient experience.

Collegial Culture

• 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.

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 milestone gifting process, including gift selection, ordering, coordination, and timely delivery, as directed by the CEO, COO, or Chief People Officer.
• 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
• Applies sound judgment, organizational knowledge, and discretion to independently carry out tasks and make decisions
• Deliver high‑level customer service while representing Rivia Mind and serving as a primary point of contact for external contacts
• Promote a friendly work culture that encourages a fun, collaborative, and co‑learning environment that benefits individuals' well‑being, self‑improvement, and potential
• Perform other related role and team function duties as assigned by the CEO or COO

Qualifications

Required Education Level: Bachelor's Degree

• Minimum 2 years of experience in administrative support or customer service
• Experience managing technical and confidential tasks
• Excellent written and verbal communication skills
• Comfortable supporting C‑Suite members in a virtual setting
• Problem‑solving and time management skills
• Highly organized with the ability to manage competing priorities
• Proficient with utilizing a diverse range of technology platforms and systems (Google Suite required, company‑wide platforms/software like Monday.com, Salesforce and EHR/EMR platforms when applicable)
• Expert computer skills and technical aptitude required

At Rivia Mind, we know that providing exceptional care starts with caring for our team. That’s why we offer a comprehensive, thoughtfully designed benefits package that supports your health, financial wellness, growth, and overall well‑being—so you can thrive in work and life.

• 3 weeks of front‑loaded PTO + Milestone Increases
• Annual office closure (Dec 25-Jan 1) + 7 additional paid holidays
• Annual Impact Days for volunteering or professional development
• Medical, dental, and vision insurance - with EAP and additional wellness programs
• Free and Insurance‑Based Mental Health Care Options
• Voluntary benefits, HSA, DCA, FSA (based on plan), transit & parking options
• 401(k) with employer match
• Bereavement leave (including pet bereavement)
• Tenure Acknowledgments

We’re a community of clinicians and care‑minded professionals who believe in sustainable practice, personal growth, and compassionate support. Come thrive with us!

Pay Range: $45,000-$50,000

Department: Administrative

Supervisor: Chief Operating Officer and CEO

Supervisees: NONE

Work Schedule

Employment Status: Full Time

Exemption Status: Non‑Exempt W-2

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

Who We Are

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. We primarily see adult patients and offer a range of services, including psychopharmacology, psychotherapy, and specialty offerings. We operate as an interdisciplinary group of psychiatry and psychology providers, supported by operational staff and key contributors. We foster an environment of respect, diversity, and inclusion for all. Our employees are actively engaged by a culture that reinforces our beliefs and is guided by a profound purpose that embraces our mission, vision, and values. To learn more about our growing Practice, please check our website at www.riviamind.com.

At this time, we are only able to consider applicants whose primary residence is in one of the following states: Florida, Georgia, Kansas, Kentucky, Maryland, Michigan, Ohio, Pennsylvania, South Carolina, or Texas.

Because this is not a solely on‑site role, your primary residence must remain in one of these approved states. Please note that residing outside of these states—even temporarily—may result in employment eligibility issues, tax implications, or other regulatory concerns. If your location changes or you're based elsewhere, we encourage you to stay connected for future openings. We appreciate your interest.

Equal Opportunity Employer

Rivia Mind is an Equal Employment Opportunity Employer. It is the policy of Rivia Mind to provide equal employment opportunities without regard to race, color, ancestry, religion, sex, gender identity or expression, pregnancy, age, ethnic or national origin, immigration or citizenship status, hair, weight, height, disability, marital status, veteran status, sexual orientation, genetic information/GINA, political affiliation or acticivity, or any other protected characteristic under applicable law. It is also the policy of Rivia Mind that qualified individuals with disabilities receive equal opportunity regarding job application procedures, hiring, and all aspects of the employment process. Rivia Mind is committed to the full inclusion of all qualified individuals. Consistent with the Americans with Disabilities Act (ADA) and applicable state and local laws, it is the policy of Rivia Mind to provide reasonable accommodations when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. If reasonable accommodation is needed to participate in the job application or interview process, pre‑employment testing, to otherwise participate in the selection process, to perform the essential job functions, and/or to receive other benefits and privileges of employment, please contact us directly.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Accommodation and Assistance

If you need assistance or accommodation due to a disability during the application process, please contact our Talent Acquisition team at [e-mail].

Compensation Determination

The pay range listed reflects the minimum and maximum base salary for this role, determined through an internal compensation assessment that considers similar labor markets to our practice across the United States. Actual compensation is influenced by compensable factors such as location, role responsibilities, required skills, relevant experience, qualifications, role level, and applicable credentials. It is uncommon for an individual to be hired at or near the top of the posted range. In addition to base salary, total compensation may include bonuses, commissions, or other incentives depending on the role.

Location Eligibility

At this time, we are only able to consider applicants whose primary residence is in one of the following states within the United States of America: Connecticut, Florida, Massachusetts, New Jersey, New York, North Carolina, Pennsylvania, South Carolina, Texas. Because this is not a solely on‑site role, your primary residence must remain in one of these approved states. Please note that residing outside of these states—even temporarily—may result in employment eligibility issues, tax implications, or other regulatory concerns. If your location changes or you're based elsewhere, we encourage you to stay connected for future openings.

Device Standards

To meet our business and security standards, your computer must align with the following requirements:

• PC: Windows 11 or newer (Processor: Intel Core i5 or equivalent, Quad‑core minimum)
• MacBook: Purchased in 2018 or newer (Hardware: macOS 13 or higher: M1, M2, M3, M4)
• Not supported: Chromebooks, mobile devices, or tablets
• RAM/Memory: 16GB minimum
• Storage: 256GB SSD minimum (Solid State Drive recommended for better performance)
  • It is recommended that you choose a 512GB or 1TB storage option for the device’s longevity.
• Display: 13‑inch screen with a minimum resolution of 1920x1080
• Webcam: Built‑in or external

Rivia Mind is committed to equal and transparent pay. We do not negotiate, as we follow a consistent compensation philosophy based on role scope, employee location, experience, and other compensable factors.

Applicants must be authorized to work in the United States. We are unable to sponsor work visas at this time.