Executive Assistant to the President

The Child Mind Institute is searching for an Executive Assistant to the President. This role is a key member of the executive office, responsible for supporting the President in all aspects of his work in order to maximize his performance as President and as Medical Director and clinician – to ease the demands on his time and advance the mission of the Institute. The President’s Office is staffed by an additional Executive Assistant; the two assistants work closely and collaboratively to cover all duties of the office.

The Office of the President is open for business twelve hours a day. The two President’s Office Executive Assistants work in tandem to ensure coverage of those hours.

Reporting to the President, this is an exempt, full-time position located in our NYC headquarters.

The Child Mind Institute is proud to be named a Great Place to Work-Certified company! Our competitive compensation and benefits include medical insurance, 401(k) with match, flexible work schedules, paid parental leave, dependent care and discounted tickets and entertainment perks program.

Responsibilities

Facilitate all administrative responsibilities of the office of the President, including but not limited to:

• Effectively and efficiently manage President’s calendar
• Manage the President’s correspondence, both paper and electronic (email)
• Handle phone and Skype communications and log incoming calls
• Schedule internal and external meetings, patient appointments, and phone calls; book meeting rooms as needed
• Maintain and update President’s contact database
• Maintain electronic and paper files, including utilization of an Electronic Health Record System
• Provide the President with prepared materials for meetings and phone calls; liaise closely with other department heads/staff to ensure efficient workflow
• Coordinate travel plans of the President, book travel (domestic and international), prepare itineraries
• Prepare and submit all expense reimbursement documents
• Act as the point person for patients and their families and support them throughout the treatment continuum; this includes but is not limited to collecting patient information, performing intakes, billing, interfacing with pharmacies and insurance companies, working with clinical staff to ensure coordination of care
• Work closely with Facilities and IT staff to ensure office equipment and work space are in good order
• Personal work as required

Qualifications

• Bachelor’s degree required and a minimum of five years’ work experience with C-suite or Executive Level leadership
• Ability to maintain discretion and confidentiality; ability to effectively interact with people across all levels of the organization
• Exceptional written, oral and interpersonal skills
• Excellent judgment and creative problem solving skills, including conflict resolution
• Self-reliant and results oriented
• Ability to manage high priorities and multi-task in a fast-paced work environment
• Energetic, flexible, collaborative and proactive
• Team player with ability to establish and maintain effective working relationships
• Prior experience with non-profit preferred
• Excellent skills on PC and Macintosh computer systems and associated software
• Passion for the Child Mind Institute mission

Please upload your resume and cover letter during the application process.

The Child Mind Institute is an equal opportunity employer and does not discriminate in employment based on race, religion (including religious dress and grooming practices), color, sex/gender (including pregnancy, childbirth, breastfeeding or related medical conditions), sex stereotype, gender identity/gender expression/transgender (including whether or not you are transitioning or have transitioned) and sexual orientation; national origin (including language use restrictions and possession of a driver’s license issued to persons unable to prove their presence in the United States is authorized under federal law [Vehicle Code section 12801.9]); ancestry, physical or mental disability, medical condition, genetic information/characteristics, marital status/registered domestic partner status, age (40 and over), sexual orientation, military or veteran status, or any other basis protected by federal, state or local law or ordinance or regulation.