Executive Assistant to the CEO

Mindful-Care; West Hempstead (NY); On-site; USD 38,000 - 54,000; Full time

Job summary

Mindful Care is seeking an Executive Assistant to the CEO who is highly organized, proactive, and ready to work closely with the CEO to learn and grow within a fast-growing company. You will serve as a trusted right hand, handling complex scheduling, travel planning, and high-level coordination across teams and external partners.

You will manage the CEO’s calendar and communications, prepare for investor meetings, and support priority initiatives while ensuring tasks are completed on time.

Qualifications

• Experience supporting a CEO, founder, or senior leader in a fast-paced environment.
• Extremely organized with strong attention to detail.
• Excellent written and verbal communication skills.
• Comfortable coordinating complex calendars and travel.

Responsibilities

• Own and manage a complex calendar across business and personal commitments.
• Manage and prioritize the CEO’s email and LinkedIn inboxes, flagging urgent matters.
• Anticipate scheduling conflicts and deadlines to prevent issues.
• Coordinate domestic and international travel, meetings, and events.
• Handle documents, approvals, expenses, and reimbursements.
• Track commitments and follow ups to keep the CEO informed.

Job description

Mindful Care is looking for a sharp, highly organized, and resourceful Executive Assistant to the CEO who wants more than a traditional administrative role.

This is an opportunity for someone who wants to work closely with a CEO, learn how a growing organization operates at the highest level, and become a trusted right hand over time. You will manage the details that keep the CEO organized and moving forward, but you will also have exposure to investors, strategic partners, company leadership, fundraising initiatives, new ventures, and other areas of the business.

We are looking for someone who is comfortable working behind the scenes but does not want to stay there forever.

The right person will be curious, proactive, confident in professional settings, and eager to grow. You should be just as comfortable managing a complicated calendar or solving a last minute travel issue as you are preparing for an investor meeting, attending an important event alongside the CEO, or interacting with senior leaders and external partners.

This is a contract to hire position paying $33.65 per hour. Candidates must live within a reasonable commuting distance of West Hempstead, New York and be able to work on site at Mindful Care’s headquarters at least two days per week, with additional in person attendance as needed for important meetings, events, or CEO related commitments.

What You’ll Do

You will help the CEO stay organized, prepared, and focused on the priorities that require his attention.

You will:

• Own and manage a complex calendar across business and personal commitments.
• Manage and prioritize the CEO’s email and LinkedIn inboxes, flagging urgent matters and making sure important items do not disappear into the abyss.
• Anticipate scheduling conflicts, deadlines, follow ups, and logistical needs before they become problems.
• Coordinate domestic and international travel, speaking engagements, meetings, events, and related logistics.
• Manage documents, forms, approvals, signature requests, expenses, reimbursements, and other administrative needs.
• Track commitments and follow ups so the CEO knows what needs his attention and what has already been handled.
• Learn the CEO’s priorities, working style, relationships, and business well enough to increasingly anticipate what he will need.

Grow Beyond Traditional Executive Support

This role offers exposure to areas of the business that many Executive Assistants do not typically get to see.

You may attend and help prepare for meetings with investors, strategic partners, senior leaders, and other important stakeholders . You will help the CEO stay prepared for these conversations, capture next steps, coordinate follow up, and make sure commitments turn into action.

You will also provide coordination and administrative support across initiatives involving:

• Investor relations and fundraising
• New ventures and business opportunities
• Joint ventures and strategic partnerships
• Grants
• Mergers and acquisitions
• Leadership initiatives and special projects

You will not be expected to independently lead these functions. We are looking for someone who wants to learn them, understand them, and grow through exposure to them.

Support Leadership and Company Priorities

• You will coordinate Leadership Team meetings, company events, retreats, dinners, galas, and other important gatherings.
• You will attend weekly Level 10 meetings, capture decisions and action items, and help ensure follow through.
• You may also coordinate interns or volunteers supporting CEO initiatives and provide occasional administrative support to HR and other teams when needed.

Support the CEO’s Personal and Family Logistics

This is also a high trust role , and personal support is a meaningful part of the position.

The CEO needs someone who can move comfortably between business and personal priorities without treating one as more important than the other.

This may include coordinating:

• Family schedules, appointments, activities, and travel
• Reservations and transportation
• Personal paperwork, forms, payments, and appointments
• Tax documentation and communication with financial professionals
• Bookkeeping records, receipts reimbursements, and expense tracking
• Vendors, service providers, purchases, and household logistics
• Important family dates, deadlines, and commitments

You will have access to sensitive business, financial, personal, and family information, so judgment and discretion are essential.

Support the CEO’s Public Facing Work

The CEO is also involved in several initiatives outside of his day to day operational responsibilities.

You will work with Mindful Care’s Marketing Team and external partners to help coordinate activities related to his podcast, upcoming book release, speaking engagements, investor communications, and other public facing initiatives.

Your role is not to become the marketer. Your role is to make sure the CEO is where he needs to be, prepared with what he needs, and that deadlines, approvals, logistics, and follow ups keep moving.

Who We’re Looking For

Experience supporting a CEO, founder, C suite executive, entrepreneur, or senior leader is strongly preferred, but we are equally interested in how you think and where you want to grow.

You may be a strong fit if you are:

• Extremely organized and naturally good at keeping track of moving pieces.
• Proactive enough to notice what needs to happen without waiting for someone to hand you a checklist.
• Resourceful when you encounter something you have never done before.
• Curious about business and interested in understanding the why behind the work.
• Comfortable interacting with executives, investors, partners, vendors, employees, and family members.
• Confident enough to walk into an important meeting with the CEO and professional enough to understand the room.
• An excellent communicator with strong written and verbal skills.
• Detail oriented without losing sight of the larger priority.
• Comfortable managing both professional and personal responsibilities.
• Discreet and thoughtful when handling confidential information.
• Able to manage changing priorities without becoming paralyzed when the day does not go according to plan.
• Interested in growing into a deeper partnership with the CEO rather than remaining solely in a task based administrative role.
• Strong proficiency with modern scheduling, communication, productivity, and organizational tools is expected.

Occasionally, something genuinely urgent may require attention outside traditional business hours. We are looking for reasonable flexibility when those situations arise, not someone expected to be permanently tethered to their phone.

Location and Compensation

• This is a contract to hire opportunity paying $33.65 per hour.
• Candidates must currently live within a reasonable commuting radius of West Hempstead, New York. This is not a fully remote position.

The Executive Assistant will work on site at Mindful Care’s West Hempstead headquarters at least two days per week and should be able to attend additional in person meetings, events, investor meetings, or other CEO related commitments when necessary.

At Mindful Care , we believe people should not have to wait weeks or months to receive mental healthcare, and we are building a team committed to changing that. As the first urgent care model for mental health, Mindful Care provides same-day and next-day access to therapy, psychiatry, medication management, and supportive care. Our model was created to reduce barriers, shorten wait times, and help people receive compassionate care when they need it most. We support individuals navigating anxiety, depression, acute stress, life transitions, and long standing mental health challenges with timely, thoughtful care that meets people where they are.
Joining Mindful Care means becoming part of a mission‑driven team that is reimagining what access to mental healthcare can look like. Whether you are providing direct patient care or supporting the operations behind it, your work helps people move closer to healing, stability, and a more fulfilling life. We are proud to offer a collaborative environment where team members can contribute to meaningful change, grow in their careers, and help shape a more accessible future for mental healthcare.