Executive Assistant to the CEO

Mindful Care•West Hempstead, NY

7d•Hybrid

About The Position

Mindful Care is seeking a sharp, highly organized, and resourceful Executive Assistant to support the CEO. This high-trust role combines traditional executive support with exposure to investors, strategic partners, company leadership, fundraising, new ventures, and other areas of the business. The successful candidate will manage details that keep the CEO organized and focused, while learning the CEO’s priorities, working style, relationships, and business and increasingly anticipating his needs. The position also includes meaningful personal and family logistics support and requires sound judgment and discretion when handling sensitive business, financial, personal, and family information. The Executive Assistant will coordinate the CEO’s business and personal calendar, email and LinkedIn inboxes, travel, meetings, events, documents, approvals, expenses, follow-ups, and other logistics. The role will provide coordination and administrative support for investor relations and fundraising, new ventures, joint ventures and strategic partnerships, grants, mergers and acquisitions, leadership initiatives, and special projects; the employee is not expected to independently lead these functions. The position also supports leadership meetings, company gatherings, the CEO’s public-facing initiatives, and occasional administrative needs for HR and other teams. This is a contract-to-hire opportunity paying $33.65 per hour. Candidates must currently live within a reasonable commuting distance of West Hempstead, New York. The role is not fully remote: the Executive Assistant must work onsite at Mindful Care’s West Hempstead headquarters at least two days per week and be available for additional in-person meetings, events, investor meetings, or other CEO-related commitments as needed. Reasonable flexibility may be needed for genuinely urgent matters outside traditional business hours.

Requirements

Strong organization and ability to keep track of multiple moving pieces.
Proactive approach to identifying and addressing needs without waiting for a checklist.
Resourcefulness when facing unfamiliar tasks.
Curiosity about business and interest in understanding the reasons behind the work.
Comfort interacting with executives, investors, partners, vendors, employees, and family members.
Professionalism and confidence in important meetings and other professional settings.
Excellent written and verbal communication skills.
Attention to detail while maintaining awareness of broader priorities.
Comfort managing both professional and personal responsibilities.
Discretion and sound judgment when handling confidential information.
Ability to manage changing priorities and adapt when plans change.
Strong proficiency with modern scheduling, communication, productivity, and organizational tools.
Current residence within a reasonable commuting distance of West Hempstead, New York, and ability to work onsite at least two days per week and attend additional in-person commitments as needed.

Nice To Haves

Experience supporting a CEO, founder, C-suite executive, entrepreneur, or senior leader is strongly preferred.
Interest in growing into a deeper partnership with the CEO rather than remaining solely in a task-based administrative role.

Responsibilities

Manage the CEO’s complex calendar across business and personal commitments.
Manage and prioritize the CEO’s email and LinkedIn inboxes, flagging urgent matters and ensuring important items receive attention.
Anticipate scheduling conflicts, deadlines, follow-ups, and logistical needs.
Coordinate domestic and international travel, speaking engagements, meetings, events, and related logistics.
Manage documents, forms, approvals, signature requests, expenses, reimbursements, and other administrative needs.
Track commitments and follow-ups and communicate what requires the CEO’s attention and what has been handled.
Learn the CEO’s priorities, working style, relationships, and business to anticipate needs.
Help prepare for meetings with investors, strategic partners, senior leaders, and other stakeholders; capture next steps, coordinate follow-up, and support follow-through on commitments.
Provide coordination and administrative support for investor relations and fundraising, new ventures and business opportunities, joint ventures and strategic partnerships, grants, mergers and acquisitions, leadership initiatives, and special projects.
Coordinate Leadership Team meetings, company events, retreats, dinners, galas, and other gatherings.
Attend weekly Level 10 meetings, capture decisions and action items, and help ensure follow-through.
Coordinate interns or volunteers supporting CEO initiatives and occasionally provide administrative support to HR and other teams.
Coordinate family schedules, appointments, activities, and travel; reservations and transportation; personal paperwork, forms, payments, and appointments; tax documentation and communication with financial professionals; bookkeeping records, receipts, reimbursements, and expense tracking; vendors, service providers, purchases, household logistics, and important family dates and deadlines.
Work with the Marketing Team and external partners to coordinate the CEO’s podcast, upcoming book release, speaking engagements, investor communications, and other public-facing initiatives, including preparation, deadlines, approvals, logistics, and follow-ups.
Work onsite at the West Hempstead headquarters at least two days per week and attend additional in-person meetings, events, investor meetings, or CEO-related commitments as needed.
Provide reasonable flexibility to address genuinely urgent matters outside traditional business hours.