Executive Assistant to the CEO

Mindful Care • West Hempstead, NY

2d • $70,000 - $70,000 • Hybrid

About The Position

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.

Requirements

• 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.

Responsibilities

• 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.
• 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.
• 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.
• Assist with scheduling, documentation, deadlines, submissions, correspondence, and coordination with internal and external stakeholders for grants.
• Support meetings, research, communications, organization, and follow-up related to new business opportunities and initiatives.
• Coordinate discussions, meetings, documentation, introductions, and ongoing follow-up with prospective and existing partners for joint ventures and partnerships.
• Assist with scheduling, materials, outreach, follow-up, and coordination surrounding fundraising activities.
• Provide administrative and project coordination support for M&A-related meetings, communications, documentation, diligence processes, and deadlines.
• Coordinate investor meetings and communications, maintain organized records and contact information, and ensure timely follow-up on CEO commitments and requests for investor relations.
• Coordinate scheduling and logistics for podcast recordings, guests, and related meetings.
• Assist with guest outreach and follow-up for the podcast.
• Coordinate travel and other logistics associated with podcast recordings.
• Help track CEO-related deadlines, approvals, and deliverables for the podcast.
• Liaise with the Marketing Team, production partners, guests, and other stakeholders as needed for the podcast.
• 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 release.
• Assist with outreach, scheduling, materials, deadlines, and follow-up for the book release.
• Coordinate with publishers, publicists, marketing partners, vendors, and other stakeholders as needed for the book release.
• Support the Marketing Team and CEO with the preparation and coordination of the investor newsletter.
• Gather necessary information and updates from internal stakeholders for the investor newsletter.
• Coordinate CEO review, edits, approvals, and distribution timelines for the investor newsletter.
• Track outstanding materials and follow-ups to ensure timely completion for the investor newsletter.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed