Administrative Assistant

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.

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