Administrative Assistant

<div class="content-intro"><h2 style="line-height: 1;" data-start="267" data-end="353">Get to Know Rivia Mind</h2>
At Rivia Mind, we believe great mental health care begins with a human connection.
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 360° view of each individual, 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. <a href="https://riviamind.com/services-specialties/" target="_blank">Click Here</a> to learn more about our services. 
Thrive Together: 🌟 Our shared North Star unites us to provide the best patient experience. 
At Rivia Mind, we cultivate a collegial culture rooted in:
<ul>
<li style="color: rgb(0, 0, 0); font-size: 10pt; line-height: 1;" data-start="201" data-end="263">A foundation of shared values and reciprocal support</li>
<li style="color: rgb(0, 0, 0); font-size: 10pt; line-height: 1;" data-start="266" data-end="316">A mindset of curiosity, learning, and growth</li>
<li style="color: rgb(0, 0, 0); font-size: 10pt; line-height: 1;" data-start="319" data-end="379">A spirit of warmth, openness, and authentic connection</li>
</ul>
Together, we turn challenges into opportunities, and every team member helps shape the future of care at Rivia Mind.</div>Job Summary
Organized, professional, and self-motivated Administrative Assistant to assist members of the leadership team. Primary responsibilities will include calendar management and coordination of schedules, preparation of meetings, coordinating company events, assisting with special projects, and handling administrative day-to-day tasks.  Administrative Assistant must be available 9:00AM - 5:00PM EST with occasional availability outside of those hours. 
Application Window: Until August 24th, 2025
Anticipated Start Date: Before the end of October 2025
# of Openings: 1
Job Responsibilities & Qualifications
Responsibilities
<ul>
<li style="font-size: 10pt;">Manage calendars for COO and CEO, including scheduling internal and external meetings, coordinating travel, and supporting protected time for priority initiatives</li>
<li style="font-size: 10pt;">Support company-wide meetings and ad hoc travel requests, including but not limited to the leadership team</li>
<li style="font-size: 10pt;">Screen and prioritize requests, phone calls, and other communications; draft responses on behalf of executives when appropriate</li>
<li style="font-size: 10pt;">Prepare and edit documents, presentations, and reports for executive meetings and external partners</li>
<li style="font-size: 10pt;">Coordinate meetings, including agenda preparation, note-taking, and tracking follow-up action items </li>
<li style="font-size: 10pt;">Assist with expense tracking and reimbursement processes for executives</li>
<li style="font-size: 10pt;">Track and coordinate conference strategy for Rivia Mind leadership and growth efforts</li>
<li style="font-size: 10pt;">Assist in the planning, execution, and tracking of special projects led by the COO and CEO</li>
<li style="font-size: 10pt;">Monitor timelines and deliverables, ensuring the right stakeholders are looped in and deadlines are met</li>
<li style="font-size: 10pt;">Liaise between the executive team and department leads to ensure information flows accurately and efficiently</li>
<li style="font-size: 10pt;">Facilitate and support committee meetings and company-wide documentation, including policy and procedures, as requested</li>
<li style="font-size: 10pt;">Maintain confidentiality when handling sensitive clinical, People Operations, or business information</li>
<li style="font-size: 10pt;">Monitor and organize internal requests, follow-ups, and action items for the CEO and COO</li>
<li style="font-size: 10pt;">Support data integrity, enterprise administration, and maintenance within company-wide applications such as Google, Salesforce and Monday.com</li>
<li style="font-size: 10pt;">Arrange employee gifts for milestone occasions, ensuring timely delivery as requested by CEO, COO or Chief People Officer</li>
<li style="font-size: 10pt;">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</li>
<li style="font-size: 10pt;">Applies sound judgment, organizational knowledge, and discretion to independently carry out tasks and make decisions</li>
<li style="font-size: 10pt;">Deliver high-level customer service while representing Rivia Mind and serving as a primary point of contact for external contacts</li>
<li style="font-size: 10pt;">Promote a friendly work culture that encourages a fun, collaborative, and co-learning environment that benefits individuals well-being, self improvement and potential</li>
<li style="font-size: 10pt;">Perform other related role and team function duties as assigned by CEO or COO</li>
</ul>
Qualifications
Required Education Level: Bachelor's Degree
<ul>
<li style="font-size: 10pt;">Minimum 2 year of experience in administrative support or customer service</li>
<li style="font-size: 10pt;">Experience managing technical and confidential tasks</li>
<li style="font-size: 10pt;">Excellent written and verbal communication skills</li>
<li style="font-size: 10pt;">Comfortable supporting C-Suite members in a virtual setting</li>
<li style="font-size: 10pt;">Problem-solving and time management skills</li>
<li style="font-size: 10pt;">Highly organized  with the ability to manage competing priorities</li>
<li style="font-size: 10pt;">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)</li>
<li style="font-size: 10pt;">Expert  computer skills and technical aptitude required</li>
</ul>
Benefits
Comprehensive Benefits to Support Your Well-being
At Rivia Mind, we prioritize the well-being, growth, and success of our team members. Our robust benefits package is designed to provide support in every facet of your life—personal, professional, and financial.
Learn more <a href="https://riviamind.com/contact-us/life-at-rivia-mind/">here</a>.
Health & Wellness:
<ul>
<li style="font-family: helvetica, arial, sans-serif; font-size: 10pt;">Medical Coverage - HDHP, PPO or PPO Buy-Up</li>
<li style="font-family: helvetica, arial, sans-serif; font-size: 10pt;">Health Savings Account, Flexible Spending Account, and Dependent Care Account Options</li>
<li style="font-family: helvetica, arial, sans-serif; font-size: 10pt;">Dental & Vision Insurance</li>
<li style="font-family: helvetica, arial, sans-serif; font-size: 10pt;">Whole-Body Wellness Offerings if Enrolled in one of our three Aetna Medical Plans </li>
</ul>
Time Off & Flexibility:
<ul>
<li style="font-family: helvetica, arial, sans-serif; font-size: 10pt;">Front Loaded Paid Time Off (PTO)</li>
<li style="font-family: helvetica, arial, sans-serif; font-size: 10pt;">Observed Holidays & Annual Office Closure</li>
<li>Medical & Parental Leave (in accordance with State and Federal Laws)</li>
<li style="font-family: helvetica, arial, sans-serif; font-size: 10pt;">Bereavement Leave / Pet Bereavement Leave</li>
</ul>
Financial Wellness:
<ul>
<li style="font-family: helvetica, arial, sans-serif; font-size: 10pt;">Competitive Pay</li>
<li style="font-family: helvetica, arial, sans-serif; font-size: 10pt;">401(k) Retirement Plan and employer match</li>
<li style="font-family: helvetica, arial, sans-serif; font-size: 10pt;">Employee Referral Program</li>
<li style="font-family: helvetica, arial, sans-serif; font-size: 10pt;">Transit and Parking Voluntary Benefit</li>
</ul>
Professional Development:
<ul>
<li style="font-family: helvetica, arial, sans-serif; font-size: 10pt;">Professional Development Stipend after 1st Work Anniversary</li>
<li style="font-family: helvetica, arial, sans-serif; font-size: 10pt;">Paid Professional Development Days after 1st Work Anniversary</li>
<li style="font-family: helvetica, arial, sans-serif; font-size: 10pt;">Learning & Development Resources</li>
</ul>
Additional Benefits:
<ul>
<li style="font-family: helvetica, arial, sans-serif; font-size: 10pt;">Short-Term & Long-Term Disability</li>
<li style="font-family: helvetica, arial, sans-serif; font-size: 10pt;">Group Life/AD&D Insurance</li>
<li style="font-family: helvetica, arial, sans-serif; font-size: 10pt;">Employee Assistance Program (EAP)</li>
<li style="font-family: helvetica, arial, sans-serif; font-size: 10pt;">Voluntary Benefits</li>
<li style="font-family: helvetica, arial, sans-serif; font-size: 10pt;">Quarterly Wellness Activities</li>
</ul>
We’re committed to helping you thrive in our Rivia Community. Join us and experience a workplace that values your health, happiness, and growth.
Compensation & Employment Details
Pay Range: $42,500-$50,000
Pay Type: Salary
Department: Administrative
Supervisor: Chief Operating Officer
Supervisees: NONE
Work Schedule: 
Employment Status: Full Time (40 hours a week)
Exemption Status: Non-Exempt W-2
Work Environment: Remote with Occasional Travel
Work Schedule: Monday - Friday within normal hours of Operation (9am to 5pm EST), primarily remote, but with the ability to come into the office as requested, with advance notice
Location Eligibility
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.
Compensation Determination 
Rivia Mind is committed to equal and transparent pay. Please note that the salary range information is a general guideline and combines various labor markets within the US. The range displayed on each job posting reflects the minimum and maximum range of potential pay for this role. It is uncommon for an individual to be hired at or near the top of the range for their role. 
Our compensation salary ranges or pay rates are determined by various factors. - Job Qualifications, Job Responsibilities, Job Employment Level, Skills - When applicable, Location, Work Environment, Licensure & Certifications, Specialty Experience, Education & Training, etc. Your recruiter can share more about the specific salary range for this role during the hiring process. Please note that the compensation details listed in the United States role postings reflect the base salary only, and do not include possible bonus or benefits if applicable to the role. 
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.
This policy is in accordance with applicable federal, state, and local laws, including Title VII of the Civil Rights Act, the Americans with Disabilities Act, the Age Discrimination in Employment Act, and the Genetic Information Nondiscrimination Act.
Employment is contingent upon successful completion of a background check. 
Applicants must be authorized to work in the United States. We are unable to sponsor work visas at this time.
If you need assistance or accommodation due to a disability during the application process, please contact our Talent Acquisition team at <a href="mailto:talentacquisition@riviamind.com">talentacquisition@riviamind.com</a>.

Administrative Assistant - Remote

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