Executive Assistant & Special Projects Manager

New York State Psychiatry Institute•New York, NY

40d•Onsite

About The Position

The Research Foundation for Mental Hygiene is seeking a proactive and highly organized professional to serve as an Executive Assistant and high-level Special Projects Manager. This role provides critical support specifically to the COO/Department Administrator/Director for RFMH, facilitating effective operations across the department's three enterprises: Columbia University, RFMH, and NYS OMH. The ideal candidate will handle complex administrative functions, coordinate cross-enterprise initiatives, and lead strategic projects aligned with departmental goals. This position is fully on site.

Requirements

Bachelor's degree in healthcare administration, Business, Public Health, or a related field; advanced degrees preferred
Proven experience supporting senior healthcare or academic leadership, preferably within academic medical centers or psychiatry departments (5 years)
Established ability to operate with a high degree of independence, proactively identifying needs and exercising sound judgment in urgent or ambiguous situations (5 years or proven track record of increasing independence)

Nice To Haves

Demonstrated success in managing complex projects and initiatives
Experience working within academic, healthcare, or psychiatric environments
Ability to navigate diverse organizational cultures and priorities
Proficiency in Microsoft Office Suite, project management tools, and scheduling software
Discretion and confidentiality in handling sensitive information
Analytical mindset with strong attention to detail
Diligent & accountable attitude, ensuring continued stakeholder engagement
Leadership qualities with a proactive and problem-solving approach
Flexibility to work across different organizational structures and adapt to evolving priorities
Strong organizational, multitasking, and time-management skills, with an ability to juggle responsibilities across multiple organizations
Excellent communication skills-both written and verbal.

Responsibilities

Serve as a primary point of contact for the COO/Department Administrator and Director for RFMH, managing her calendars, scheduling meetings, and coordinating logistics
Prepare and review correspondence, reports, agendas, and presentation materials tailored to departmental leadership needs
Assist with travel arrangements, expense reporting, and documentation for leadership and faculty
Act as a liaison across Columbia, RFMH, and NYS OMH, ensuring clear communication and coordination among stakeholders
Handle confidential information with discretion and professionalism
Support administrative functions including budget tracking, grant documentation, and department correspondence
A portion of this individual's time will also be allocated to supporting the leadership group within the Department of Psychiatry.
Share administrative responsibilities and provide support to multiple departmental leaders when necessary, as part of a coordinated executive support team.
Lead and support priority initiatives for the department, especially those that span the three organizational entities, including but not limited to: operational improvements, enterprise collaboration, or policy implementation
Develop detailed project plans, timelines, and budgets, coordinate with stakeholders across institutions
Track progress, prepare status updates, and troubleshoot issues related to strategic projects and initiatives
Conduct research, compile data, and prepare reports to inform decision-making
Facilitate communication channels among internal teams and external partners to promote collaboration and transparency