What are the responsibilities and job description for the Executive Assistant position at Charlie Health?

Job Description

Why Charlie Health?

We are currently facing a nationwide mental health epidemic marked by rising rates of depression, anxiety, trauma, substance use disorders, and suicide. At the same time, those seeking help often encounter barriers—whether geographic, financial, or systemic—that prevent them from receiving timely and effective care. This urgent need calls for a reimagined approach to behavioral health treatment.

At Charlie Health, our mission is to connect the world to life-saving mental health treatment. Our innovative virtual programs combine curated group sessions, individual therapy, and family therapy, delivered through personalized, evidence-based treatment plans designed for sustainable healing from the comfort of home. By connecting individuals with shared experiences and fostering supportive communities, Charlie Health provides a pathway to long-term recovery, with over 90% of our clients seeing improvement in their most challenging mental health symptoms.

Every member of our team shares a deep commitment to this mission. If you're driven to make a meaningful impact, we invite you to join us in reshaping the future of mental healthcare.

About the Role

As an Executive Assistant at Charlie Health, you'll play a key role in providing seamless support to multiple members of the executive team. Your role will include calendar management, travel coordination, meeting logistics and preparations, assisting in recruiting efforts, and preparing daily briefs. You will also be responsible for fostering clear communication across departments. Your role will extend the impact and reach of the executives you support, contributing to overall company success.

Our team is composed of passionate, forward-thinking professionals eager to take on the challenge of the mental health crisis and play a formative role in providing live-saving solutions. We are looking for a candidate who is inspired by our mission and excited by the opportunity to impact thousands of lives in a meaningful way.

Responsibilities

Executive Support

Provide comprehensive administrative support including detailed calendar management, coordinating meeting logistics, and tracking agendas necessary follow ups

Prepare daily briefs summarizing key items for review, ensuring timely information flow

Develop background information sheets for meetings to ensure informed discussions

Assist with recruiting efforts including scheduling interviews, pipeline management and managing all candidate communications

Manage tracked documentation in both Google and Microsoft workspaces to keep tabs on important metrics and information

Conference and speaking engagement preparations, including : registration logistics, meeting outreach scheduling, agenda / itinerary preparation

Maintaining sensitive information with utmost privacy and discretion

Travel Management

Coordinate travel arrangements and create detailed itineraries, including tracking and processing expenses

Partner with CRO to develop detailed quarterly strategy for scheduling field travel in each region

Liaise with regional sales leaders to help create agendas so that time in field is productive and effective

Other :

Participate in ad hoc projects as needed to support the broader team

Organize large team dinners and other team building events including happy hours, team off sites, retreats, etc.

Act as a thought partner to the other Executive Assistants on the team ensure smooth overall executive and company support

Requirements

4 years of experience as a C-Suite level Executive Assistant, preferably in a startup or fast-paced environment

Experience supporting multiple executives, across various times zones, is a plus

Strong organizational and communication skills. Multi-tasking is a must

High EQ; excellent oral and written communication skills with strong executive presence

Proficient in Google Workspace. CRM (Salesforce) systems is a plus

Meticulous attention to detail in all aspects of work

Self-starter with a proactive mindset and a sense of urgency

Willingness to tackle a wide range of tasks and challenges, providing support wherever needed and demonstrating flexibility in addressing diverse needs across the organization

Greater NYC based and excited to be in the NYC office 4 days / week

Benefits

Charlie Health is pleased to offer comprehensive benefits to all full-time, exempt employees. Read more about our benefits here.

Additional Information

The expected base pay for this role will be between $125,000 and $140,000 per year at the commencement of employment. However, base pay will be determined on an individualized basis and will be impacted by location and years of experience. Further, base pay is only part of the total compensation package, which, depending on the position, may also include incentive compensation, discretionary bonuses, other short and long-term incentive packages, and other Charlie Health-sponsored benefits. #LI-HYBRID

Our Values

Connection : Care deeply & inspire hope.

We care personally about every single person in the Charlie Health ecosystem : our clients, providers, and team members alike.

We inspire hope with every interaction, reminding our clients that we truly and unconditionally believe in them.

Congruence : Stay curious & heed the evidence.

We ask "why" five times before we're satisfied with the answer. We don't stick to the status quo; we challenge our assumptions and remain humble.

Above all, we're results-oriented. When we find data that calls our original plan into question, we modify or pivot.

Commitment : Act with urgency & don't give up.

We work as swiftly as possible. The mental health crisis is relentless, and so are we.

Our clients don't give up and neither do we. Persistence is our superpower.

Please do not call our public clinical admissions line in regard to this or any other job posting.

Please be cautious of potential recruitment fraud. If you are interested in exploring opportunities at Charlie Health, please go directly to our Careers Page : https : / / www.charliehealth.com / careers / current -openings. Charlie Health will never ask you to pay a fee or download software as part of the interview process with our company. In addition, Charlie Health will not ask for your personal banking information until you have signed an offer of employment and completed onboarding paperwork that is provided by our People Operations team. All communications with Charlie Health Talent and People Operations professionals will only be sent from @charliehealth.com email addresses. Legitimate emails will never originate from gmail.com, yahoo.com, or other commercial email services.

Recruiting agencies, please do not submit unsolicited referrals for this or any open role. We have a roster of agencies with whom we partner, and we will not pay any fee associated with unsolicited referrals.

At Charlie Health, we value being an Equal Opportunity Employer. We strive to cultivate an environment where individuals can be their authentic selves. Being an Equal Opportunity Employer means every member of our team feels as though they are supported and belong. We value diverse perspectives to help us provide essential mental health and substance use disorder treatments to all young people.

Charlie Health applicants are assessed solely on their qualifications for the role, without regard to disability or need for accommodation.

Salary : $125,000 - $140,000

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