Executive Assistant to the CEO

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.

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 appointme…