Executive Assistant

Salary Range: $64,102 – $75,000

About the organization

The Research Foundation for Mental Hygiene, Inc. supports the New York City Department of Health and Mental Hygiene (NYC Health Department), the oldest and largest health department in the country. Our mission is to protect and improve the health of all New Yorkers, ensuring a city where everyone can realize their full health potential, regardless of identity, age, origin, or neighborhood.

The Division of Mental Hygiene consists of six bureaus and two offices that apply public health, racial justice, and health equity approaches to policy, programs, and provider oversight related to mental health, substance use, intellectual and developmental disabilities, children and families, and health promotion for people impacted by the criminal legal system. The Office of the Executive Deputy Commissioner (EDC) provides leadership and coordination across the Division.

About the role

The Executive Assistant will report to the Executive Director of Mental Hygiene and support the Executive Deputy Commissioner (EDC) for Mental Hygiene. The successful candidate will possess exceptional interpersonal, written, and verbal communication skills, be detail-oriented with outstanding organizational abilities, and thrive in a fast-paced, high-volume environment while working both independently and as part of a team.

Responsibilities

• Manage the EDC’s schedule, including sending calendar invites, resolving conflicts, and responding to meeting inquiries in consultation with the Executive Director of Mental Hygiene.
• Prepare all EDC meetings (e.g., Teams links, room reservations, attendee information).
• Manage the EDC’s desk phone and email, triaging requests and responding on behalf of the EDC as needed.
• Coordinate all logistics for EDC travel, including hotel, air/ground transportation, and submitting pre- and post-travel requests through the Travel Desk.
• Track and obtain EDC approvals and signatures for documents, in consultation with the Executive Director of Mental Hygiene.
• Manage the schedule and role assignments for internal office check-ins.
• Organize logistics for All Staff Divisional Meetings, including submitting tickets to facilities, IT, and language access, and arranging room set-up.
• Support the coordination of division-wide events: secure conference space, notify participants, track RSVPs, prepare meeting notices/agendas/notes in partnership with the Special Assistant, and arrange room reservations, set-up, refreshments, and equipment.
• Manage onboarding logistics for new employees, coordinating with central administration.
• Perform other administrative tasks, including Divisional operations and support for the EDC.

Requirements

• Associate’s degree from an accredited college/university and 3 years of full-time clerical/administrative experience.
• Bachelor’s degree from an accredited college/university may substitute for 1 year of full-time clerical/administrative experience.
• One year of experience in an administrative capacity involving clerical, administrative, and coordination duties for a broader team or organization.

Preferred Skills

• Astute project management abilities.
• Excellent organizational skills.
• Strong verbal and written communication skills.
• High proficiency in Microsoft Office Suite, project management tools, and daily operations.
• Resourceful, meticulous, dependable, and self-motivated.

Pay

$64,102 – $75,000