Administrative Assistant - Remote
Rivian
Administrative Assistant - Remote
RIVIA Mind
full-time
Posted on:
Origin: • 🇺🇸 United States • Florida, Kansas, Kentucky, Ohio
Visit company websiteSalary
💰 $42,500 - $50,000 per year
Job Level
JuniorMid-Level
About the role
- Organized, professional, and self-motivated Administrative Assistant to assist members of the leadership team. Primary responsibilities will include calendar management and coordination of schedules, preparation of meetings, coordinating company events, assisting with special projects, and handling administrative day-to-day tasks.
- Administrative Assistant must be available 9:00AM - 5:00PM EST with occasional availability outside of those hours.
- Application Window: Until August 24th, 2025
- Anticipated Start Date: Before the end of October 2025
- # of Openings: 1
- Manage calendars for COO and CEO, including scheduling internal and external meetings, coordinating travel, and supporting protected time for priority initiatives
- Support company-wide meetings and ad hoc travel requests, including but not limited to the leadership team
- Screen and prioritize requests, phone calls, and other communications; draft responses on behalf of executives when appropriate
- Prepare and edit documents, presentations, and reports for executive meetings and external partners
- Coordinate meetings, including agenda preparation, note-taking, and tracking follow-up action items
- Assist with expense tracking and reimbursement processes for executives
- Track and coordinate conference strategy for Rivia Mind leadership and growth efforts
- Assist in the planning, execution, and tracking of special projects led by the COO and CEO
- Monitor timelines and deliverables, ensuring the right stakeholders are looped in and deadlines are met
- Liaise between the executive team and department leads to ensure information flows accurately and efficiently
- Facilitate and support committee meetings and company-wide documentation, including policy and procedures, as requested
- Maintain confidentiality when handling sensitive clinical, People Operations, or business information
- Monitor and organize internal requests, follow-ups, and action items for the CEO and COO
- Support data integrity, enterprise administration, and maintenance within company-wide applications such as Google, Salesforce and Monday.com
- Arrange employee gifts for milestone occasions, ensuring timely delivery as requested by CEO, COO or Chief People Officer
- Manage and execute all event-related logistics of in-person and virtual events under supervision of Chief People Officer; as well as assist with both in-person and virtual client engagement activities
- Applies sound judgment, organizational knowledge, and discretion to independently carry out tasks and make decisions
- Deliver high-level customer service while representing Rivia Mind and serving as a primary point of contact for external contacts
- Promote a friendly work culture that encourages a fun, collaborative, and co-learning environment that benefits individuals well-being, self improvement and potential
- Perform other related role and team function duties as assigned by CEO or COO
Requirements
- Minimum 2 year of experience in administrative support or customer service
- Experience managing technical and confidential tasks
- Excellent written and verbal communication skills
- Comfortable supporting C-Suite members in a virtual setting
- Problem-solving and time management skills
- Highly organized with the ability to manage competing priorities
- Proficient with utilizing a diverse range of technology platforms and systems (Google Suite required, company wide platforms/software like Monday.com, Salesforce and EHR/EMR platforms when applicable)
- Expert computer skills and technical aptitude required
