[Hiring] Administrative Assistant @Rivia Mind - Mental Healthcare

Role Description

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.

• Manage complex calendars and competing priorities.
• Coordinate meetings and company events.
• Support special projects and oversee day-to-day administrative activities.
• Serve as a trusted partner to the CEO and COO.
• Maximize executive time and focus on high-impact priorities.
• Drive follow-through on decisions, commitments, and strategic initiatives.

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)
• Expert computer skills and technical aptitude required

Requirements

• 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.
• 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, and proactive follow-up with stakeholders.
• Screen and prioritize requests, phone calls, and other communications.
• 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.
• Maintain confidentiality when handling sensitive clinical, People Operations, or business information.
• Manage the employee milestone gifting process.
• Manage and execute all event-related logistics of in-person and virtual events.
• Deliver high-level customer service while representing Rivia Mind.
• Promote a friendly work culture that encourages collaboration and self-improvement.
• Perform other related role and team function duties as assigned by the CEO or COO.

Benefits

• 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
• Annual Flexible Benefit Reimbursement
• 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
• Referral bonus potential
• Bereavement leave (including pet bereavement)
• Tenure Acknowledgments