Executive Administrative Coordinator – Office of the President

Child Mind Institute; New York (NY); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Medical insurance

401(k)

Paid parental leave

Dependent care

Discounted tickets and entertainment

Job summary

Child Mind Institute in Midtown, NY seeks a Senior Administrative Coordinator, Office of the President, to provide high-level administrative support, manage calendars, coordinate meetings and travel, and ensure smooth executive operations.

The role requires discretion, superb organization, and the ability to handle multiple priorities in a fast-paced nonprofit. Experience with EMR systems and HIPAA is a plus.

Qualifications

• Bachelor's degree and 2 years of office management experience.
• Ability to manage calendars, meetings, and travel.
• Experience with HIPAA-compliant environments is a plus.

Responsibilities

• Provide comprehensive administrative support to the President and Director, including calendars and inbox management, and meeting materials.
• Coordinate meeting logistics, catering, room setup, and daily prep for executive meetings.
• Manage travel arrangements and itineraries; ensure timely, accurate documentation.
• Process invoices, reimbursements, and expenses.
• Maintain daily operational flow of the Office of the President and prepare for the next business day.
• Provide high-quality patient experience for families receiving care.
• Check in patient appointments and process daily billing via EMR system.
• Follow HIPAA guidelines and maintain updated patient records.
• Manage prescription requests, prior authorizations, and appeals for medications.
• Perform other job-related duties as assigned.

Skills

Calendar management

Inbox management

Meeting logistics coordination

Travel coordination

Education

Bachelor's degree in a related field

Tools

EMR system

Microsoft Office Suite

Workspace management software

Job description

Child Mind Institute in Midtown, NY seeks a Senior Administrative Coordinator, Office of the President, to provide high-level administrative support, manage calendars, coordinate meetings and travel, and ensure smooth executive operations.

The role requires discretion, superb organization, and the ability to handle multiple priorities in a fast-paced nonprofit. Experience with EMR systems and HIPAA is a plus.