Administrative Assistant

RIVIA Mind

. Proactively manage and complete tasks on daily, weekly, monthly, and quarterly schedules for two executive leaders .

Posted 10/15/2026full-timeRemote • United StatesJuniorMid-Level💰 $45,000 - $50,000 per yearWebsite

About the role

Key responsibilities & impact

Proactively manage and complete tasks on daily, weekly, monthly, and quarterly schedules for two executive leaders
Manage COO and CEO calendars, including internal and external meetings, domestic travel, and protected time for priority initiatives
Participate in planning company-wide meetings and ad hoc travel requests
Prepare and edit documents, presentations, and reports for executive meetings and external partners
Coordinate meetings, prepare agendas, take detailed notes, communicate decisions and action items, and follow up with stakeholders
Screen and prioritize requests, phone calls, and communications; draft executive responses when appropriate
Assist with executive expense tracking and reimbursements
Track and coordinate conference strategy for leadership and growth efforts
Assist with COO- and CEO-led special projects
Manage executive time and independently follow up on strategic initiatives
Oversee timelines, deliverables, commitments, stakeholder coordination, accountability, and deadlines
Maintain confidentiality of clinical, People Operations, and business information
Support data integrity and administration in Google, Salesforce, Monday.com, and other company-wide applications
Manage employee milestone gifting
Execute logistics for in-person and virtual events and assist with client engagement activities
Apply sound judgment and discretion to make independent decisions
Provide high-level customer service and serve as a primary external point of contact
Perform other duties assigned by the CEO or COO

Requirements

What you’ll need

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 a diverse range of technology platforms and systems
Google Suite required
Familiarity with Monday.com, Salesforce, and EHR/EMR platforms when applicable
Expert computer skills and technical aptitude required
Applicants must be authorized to work in the United States
Unable to sponsor work visas
Employment contingent upon successful completion of a background check
Primary residence must be in an approved state

Benefits

Comp & perks

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