Executive Assistant

Executive Assistant

The Research Foundation for Mental Hygiene, Inc. is seeking one (1) qualified candidate to fill the full-time position of Executive Assistant for the Executive Deputy Commissioner.

The New York City Department of Health and Mental Hygiene (the NYC Health Department) is the oldest and largest health department in the country. Our mission is to protect and improve the health of all New Yorkers, in service of a vision of a city in which all New Yorkers can realize their full health potential, regardless of who they are, how old they are, where they are from, or where they live.

The Division of Mental Hygiene is comprised 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 of people impacted by the criminal legal system. The Office of the Executive Deputy Commissioner (EDC) is responsible for leadership and coordination across the Division.

The successful candidate will possess exceptional interpersonal, written and verbal communication skills, be detail-oriented with outstanding organizational skills, possess the ability to multi-task in a fast-paced, high-volume environment, and be able to work independently and as part of a team.

Job Duties and Responsibilities:

• Manage EDC schedule, including sending calendar invites, addressing scheduling conflicts, responding to meeting inquiries in consultation with Executive Director of Mental Hygiene
• Ensure all EDC meetings are appropriately prepared (e.g. Teams link, room reserved, all attendees have information)
• Manage the desk phone and email of the EDC, triaging requests and responding on behalf of the EDC as needed
• Coordinate all logistics for EDC travel arrangements, hotel, air/ground transportation, and submit pre and post travel requests through Travel Desk.
• Track and obtain EDC approval and signatures for documents, in consultation with the Executive Director of Mental Hygiene
• Manage schedule and role assignments for internal office check-ins
• Schedule logistics for All Staff Divisional Meetings, including submitting tickets to facilities, IT, and language access, room set-up
• Support the coordination of division-wide events: arrange for appropriate conference space for meetings; notify participants of scheduled meetings, track RSVPs, prepare meeting notices, agendas or meeting notes in partnership with the Special Assistant; coordinate room reservations, set up, refreshments, and equipment required for meetings as necessary.
• Manage onboarding logistics for new employees, coordinating with central admin
• Other administrative tasks as needed, including Divisional operation tasks and administrative support for the EDC

Minimum 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 from year of full time clerical/administrative experience
• One year of which must have been in an administrative capacity that involves performing clerical, administrative, and coordination duties on behalf of a broader team or organization

Preferred Skills:

• Demonstrate astute project management.
• Possess excellent organizational skills.
• Strong verbal and written communication skills.
• High level of proficiency in Microsoft Office Suite, project management, and daily operations.
• Display traits of a resourceful, meticulous, dependable individual.
• Prove to be a self-starter.

Remote Work Policy: DOHMH employees working through RFMH are allowed a Hybrid option post training and onboarding.

Sponsorship Policy: Applicants must be currently authorized to work in the United States. This location does not sponsor or assume sponsorship of employment visas at this time.

Location: 42-09 28th Street, Long Island City, NY 11101

To Apply: Submit a resume and cover letter on our website at Only applications submitted through our website will be considered.

The Mission of the Research Foundation for Mental Hygiene, Inc. (RFMH) is to promote the mental health of all New Yorkers, with a focus on providing hope and supporting recovery for adults with serious mental illness and children with serious emotional disturbances. Applicants with lived mental health experience are encouraged to apply. RFMH is deeply committed to supporting underserved individuals, organizations, and communities. To this end, RFMH is focused on implementing activities and initiatives to reduce disparities in access, quality, and treatment outcomes for underserved populations. A critical component of these efforts is ensuring that RFMH is a diverse and inclusive workplace where all employees' unique attributes and skills are valued and utilized to support the mission of the Agency. RFMH is an equal opportunity/affirmative action employer.

The Research Foundation is a private not-for-profit corporation and is not an agency or instrumentality of the State of New York. Employees of the Research Foundation are not state employees, do not participate in any state retirement system, and do not receive state fringe benefits. Excellent Benefits Package. Affirmative Action/Equal Opportunity Employer - Disabled/Veteran, 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a) compliant.