Mindful Care is seeking an exceptionally organized, proactive, and resourceful Executive Assistant to the CEO to provide comprehensive support across the CEO’s professional, personal, and family responsibilities.

This is a high-trust position with a broad scope that extends beyond traditional executive administrative support. The Executive Assistant will serve as a key partner to the CEO, helping manage his time, communications, priorities, logistics, and administrative responsibilities while also providing support for personal and family-related matters.

A core expectation of this position is the ability and willingness to support both the CEO’s corporate responsibilities and his personal and family needs. Candidates should be comfortable moving seamlessly between business and personal priorities and handling sensitive information with exceptional judgment, professionalism, and discretion.

This is a hybrid position with a requirement to work on-site at Mindful Care’s headquarters in West Hempstead, New York, two days per month.

Primary Responsibilities
Executive Administration & Scheduling

• Manage the CEO’s complex calendar, including internal and external meetings, appointments, events, speaking engagements, and personal commitments.
• Manage and prioritize the CEO’s email and LinkedIn inboxes, identifying time-sensitive matters, coordinating responses, and ensuring appropriate follow-up.
• Coordinate domestic and international travel, including air travel, hotels, ground transportation, itineraries, and other arrangements.
• Proactively manage scheduling conflicts, changing priorities, and last-minute requests.
• Coordinate speaking engagements, including scheduling, travel, event logistics, materials, and communication with event organizers.
• Manage documents, forms, signature requests, and other items requiring the CEO’s review, approval, or signature.
• Track outstanding requests, commitments, deadlines, and follow-ups to ensure timely completion.

Leadership & Company Support

• Coordinate company and Leadership Team meetings, events, retreats, dinners, and other gatherings.
• Attend weekly Level 10 (L10) huddles and take clear, accurate meeting minutes, including decisions, action items, and follow-ups.
• Assist with planning and coordinating company events and special initiatives.
• Coordinate gala participation and planning, including tables, guests, sponsorships, logistics, travel, and related arrangements.
• Assist with the coordination and oversight of volunteers and interns supporting the CEO or CEO-related initiatives.
• Provide administrative support to the HR team as needed.
• Manage and submit CEO-related expenses and reimbursements and ensure appropriate documentation and follow-through.

Personal & Family Support

An important and ongoing component of this role is providing administrative and logistical support to the CEO and the family. Personal and family-related responsibilities are considered a core part of the Executive Assistant position rather than occasional or incidental requests.

Responsibilities may include:

• Provide direct personal administrative support to the CEO.
• Provide scheduling, logistical, and administrative support for the CEO’s spouse and children as needed.
• Coordinate family appointments, activities, reservations, travel, events, and other commitments.
• Assist with personal travel and transportation arrangements.
• Coordinate personal forms, paperwork, payments, appointments, and administrative matters.
• Assist with the organization and coordination of personal tax documentation and communication with relevant tax professionals.
• Provide bookkeeping support, including organizing records, tracking expenses, coordinating documentation, and liaising with appropriate financial professionals.
• Manage personal reimbursements, receipts, records, and related administrative tasks.
• Coordinate personal vendors, service providers, reservations, purchases, and other household or family needs as requested.
• Maintain awareness of important family dates, commitments, deadlines, and logistical needs. 
• Handle sensitive personal and financial information with the highest degree of confidentiality and discretion.

Strategic & Indirect CEO Support

The Executive Assistant will also support the CEO by helping coordinate and manage administrative needs, communications, meetings, documentation, and follow-up related to broader strategic initiatives. This may include:

• Grants: Assist with scheduling, documentation, deadlines, submissions, correspondence, and coordination with internal and external stakeholders.
• New Ventures: Support meetings, research, communications, organization, and follow-up related to new business opportunities and initiatives.
• Joint Ventures & Partnerships: Coordinate discussions, meetings, documentation, introductions, and ongoing follow-up with prospective and existing partners.
• Fundraising: Assist with scheduling, materials, outreach, follow-up, and coordination surrounding fundraising activities.
• Mergers & Acquisitions: Provide administrative and project coordination support for M&A-related meetings, communications, documentation, diligence processes, and deadlines.
• Investor Relations: Coordinate investor meetings and communications, maintain organized records and contact information, and ensure timely follow-up on CEO commitments and requests.

The Executive Assistant is not expected to independently lead these functional areas but should be able to keep the CEO organized, prepared, and on track across each initiative, coordinating closely with the appropriate internal and external stakeholders.

Marketing & CEO Brand Support

The Executive Assistant will collaborate with Mindful Care’s Marketing Team and external partners as needed on CEO-related initiatives, including:

Podcast

• Coordinate scheduling and logistics for podcast recordings, guests, and related meetings.
• Assist with guest outreach and follow-up.
• Coordinate travel and other logistics associated with recordings.
• Help track CEO-related deadlines, approvals, and deliverables.
• Liaise with the Marketing Team, production partners, guests, and other stakeholders as needed.

Book Release

• Support administrative and logistical needs related to the CEO’s book release and promotional campaign.
• Coordinate interviews, appearances, speaking engagements, events, meetings, and travel associated with the book.
• Assist with outreach, scheduling, materials, deadlines, and follow-up.
• Coordinate with publishers, publicists, marketing partners, vendors, and other stakeholders as needed.

Investor Newsletter

• Support the Marketing Team and CEO with the preparation and coordination of the investor newsletter.
• Gather necessary information and updates from internal stakeholders.
• Coordinate CEO review, edits, approvals, and distribution timelines.
• Track outstanding materials and follow-ups to ensure timely completion.

Qualifications

• Prior experience as an Executive Assistant supporting a CEO, founder, C-suite executive, entrepreneur, or other senior principal strongly preferred.
• Exceptional organizational, prioritization, and time-management skills.
• Ability to manage a complex combination of corporate, strategic, personal, and family-related responsibilities.
• Excellent written and verbal communication skills.
• Strong judgment and the ability to appropriately prioritize matters on the CEO’s behalf.
• Highly proactive, with the ability to anticipate needs and identify potential issues before they arise.
• Resourceful and comfortable taking ownership of unfamiliar or ambiguous requests.
• Exceptional attention to detail and follow-through.
• Ability to manage multiple projects and priorities simultaneously in a fast-paced environment.
• High degree of professionalism, discretion, maturity, and confidentiality.
• Comfortable handling sensitive business, financial, personal, and family information.
• Strong interpersonal skills and the ability to interact professionally with employees, executives, investors, board members, business partners, vendors, family members, and other stakeholders.
• Comfortable working independently while collaborating effectively across multiple internal teams.
• Strong proficiency with modern productivity, scheduling, communication, and organizational tools.
• Flexibility to address occasional urgent or time-sensitive matters outside of traditional business hours.
• Ability and willingness to work on-site at Mindful Care’s West Hempstead headquarters two days per month.

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.