Administrative Assistant

This is a fully remote position, open to applicants in Connecticut, +13 more states.

📋 Description

• Offer proactive administrative assistance to the CEO and COO.

• Oversee executive calendars, manage internal and external meetings, arrange domestic travel, and ensure protected priority time.

• Engage in the planning of company-wide meetings and ad hoc travel arrangements.

• Draft and refine documents, presentations, and reports.

• Organize meetings, prepare agendas, take comprehensive notes, communicate decisions and action items, and follow up with relevant stakeholders.

• Screen and prioritize requests, calls, and communications; compose executive responses.

• Assist with tracking executive expenses and processing reimbursements.

• Monitor conference strategies for leadership and growth initiatives.

• Plan, implement, and monitor special projects led by the COO and CEO.

• Manage timelines, deliverables, commitments, and ensure stakeholder accountability.

• Uphold confidentiality regarding clinical, People Operations, and business information.

• Support data integrity and administrative tasks in Google, Salesforce, Monday.com, and other company applications.

• Manage employee milestone gifting initiatives.

• Coordinate logistics for in-person and virtual events and assist in client engagement activities.

• Act as a primary liaison for external contacts while delivering exceptional customer service.

• Carry out additional responsibilities as assigned by the CEO or COO.

⛳️ Requirements

• Required Education Level: Bachelor’s Degree.

• At least 2 years of experience in administrative support or customer service roles.

• Proven experience in managing technical and confidential responsibilities.

• Superior written and verbal communication abilities.

• Comfortable supporting C-Suite executives in a virtual environment.

• Strong problem-solving and time management skills.

• Highly organized with a capacity to balance competing priorities.

• Proficient in various technology platforms and systems; Google Suite proficiency is essential, along with familiarity with Monday.com, Salesforce, and EHR/EMR platforms when relevant.

• Advanced computer skills and technical aptitude are required.

• Must reside in an approved state: Florida, Georgia, Kansas, Kentucky, Maryland, Michigan, Ohio, Pennsylvania, South Carolina, or Texas; alternatively listed states include Connecticut, Florida, Massachusetts, New Jersey, New York, North Carolina, Pennsylvania, South Carolina, or Texas in the posting conclusion.

• Applicants must be authorized to work in the United States.

• Rivia Mind is unable to sponsor work visas.

• Employment is contingent upon a successful background check.

🏝️ Benefits

• 3 weeks of front-loaded PTO plus milestone increases.

• Annual office closure from December 25 to January 1, along with 7 additional paid holidays.

• Annual Impact Days designated for volunteering or professional development.

• Annual Flexible Benefit Reimbursement.

• Medical, dental, and vision insurance — including EAP and other wellness programs.

• Free and insurance-based mental health care options.

• Voluntary benefits, HSA, DCA, FSA (based on plan), and transit & parking options.

• 401(k) plan with employer matching.

• Potential for referral bonuses.

• Bereavement leave, which includes pet bereavement.

• Recognition of tenure.