Executive Assistant & Special Projects Manager

Job Title: Executive Assistant & Special Projects ManagerGrade: 26Salary: 96,740 - 115,377The Research Foundation for Mental Hygiene is seeking a proactive and highly organized professional to serve as an Executive Assistant and high-level Special Projects Manager. This role provides critical support specifically to the COO/Department Administrator/Director for RFMH, facilitating effective operations across the department's three enterprises: Columbia University, RFMH, and NYS OMH. The ideal candidate will handle complex administrative functions, coordinate cross-enterprise initiatives, and lead strategic projects aligned with departmental goals.

This position is fully on site. Duties and Responsibilities:Executive Support:

• Serve as a primary point of contact for the COO/Department Administrator and Director for RFMH, managing her calendars, scheduling meetings, and coordinating logistics
• Prepare and review correspondence, reports, agendas, and presentation materials tailored to departmental leadership needs
• Assist with travel arrangements, expense reporting, and documentation for leadership and faculty
• Act as a liaison across Columbia, RFMH, and NYS OMH, ensuring clear communication and coordination among stakeholders
• Handle confidential information with discretion and professionalism
• Support administrative functions including budget tracking, grant documentation, and department correspondence
• A portion of this individual’s time will also be allocated to supporting the leadership group within the Department of Psychiatry.
• Share administrative responsibilities and provide support to multiple departmental leaders when necessary, as part of a coordinated executive support team.Special Projects Management:
• Lead and support priority initiatives for the department, especially those that span the three organizational entities, including but not limited to: operational improvements, enterprise collaboration, or policy implementation
• Develop detailed project plans, timelines, and budgets, coordinate with stakeholders across institutions
• Track progress, prepare status updates, and troubleshoot issues related to strategic projects and initiatives
• Conduct research, compile data, and prepare reports to inform decision-making
• Facilitate communication channels among internal teams and external partners to promote collaboration and transparencyMinimum Qualifications:
• Bachelor’s degree in healthcare administration, Business, Public Health, or a related field; advanced degrees preferred
• Proven experience supporting senior healthcare or academic leadership, preferably within academic medical centers or psychiatry departments (5 years)
• Established ability to operate with a high degree of independence, proactively identifying needs and exercising sound judgment in urgent or ambiguous situations (5 years or proven track record of increasing independence)Preferred Qualifications:
• Demonstrated success in managing complex projects and initiatives
• Experience working within academic, healthcare, or psychiatric environments
• Ability to navigate diverse organizational cultures and priorities
• Proficiency in Microsoft Office Suite, project management tools, and scheduling software
• Discretion and confidentiality in handling sensitive information
• Analytical mindset with strong attention to detail
• Diligent & accountable attitude, ensuring continued stakeholder engagement
• Leadership qualities with a proactive and problem-solving approach
• Flexibility to work across different organizational structures and adapt to evolving priorities
• Strong organizational, multitasking, and time-management skills, with an ability to juggle responsibilities across multiple organizations
• Excellent communication skills—both written and verbal.
  
  

Work Location:

1051 Riverside Drive, New York, NY 10032To Apply: Submit an application through our website at https://nyspi.applicantpro.com/jobs/. Please note 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.