Executive Assistant to the CEO & COO

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TYPE OF WORK

Full Time

SALARY

Depending on Experience

HOURS PER WEEK

40

DATE UPDATED

Oct 2, 2026

JOB OVERVIEW

About Mainspring Recovery
Mainspring Recovery is a leading addiction treatment and rehabilitation center in Virginia. Our mission is to deliver the highest quality client care to the communities we serve, grounded in the belief that everyone can recover through a consistent, person-centered approach to treatment. Our compassionate team of medical professionals and recovery specialists walks alongside individuals and families as they build a strong foundation for long-term recovery.

Our work is guided by five core values: Empowerment, Accountability, Ethics, Quality, and Consistency.

The Role
We are seeking an exceptional Executive Assistant to support our Chief Executive Officer, Yitzy Halon, and our Chief Operating Officer, Dr. Nicole Erkfitz, LCSW. You will be the operational backbone that keeps our executive office running smoothly, removing barriers so our leadership can stay focused on expanding access to care, improving client outcomes, and growing a mission-driven recovery platform. Every hour of operational chaos you prevent is an hour redirected toward helping people recover.

Job Title: Executive Assistant
Department: Executive Support
Reports to: Chief Executive Officer and Chief Operating Officer
Direct reports: None at appointment

Key Duties
- Manage email and calls for the CEO and COO, filtering priorities and drafting professional correspondence on their behalf
-Master complex scheduling across competing priorities, keeping both executives' calendars aligned and conflict-free
- Coordinate travel arrangements and logistics with contingency planning
- Keep organizational projects and initiatives moving forward without conflicts or overlaps
- Handle confidential and sensitive information, including matters touching client care, compliance, and personnel, with absolute discretion
- Coordinate between clinical, operational, and administrative teams who all believe their priorities are most urgent
- Support financial administration: expense tracking, invoice coordination, and record management
- Maintain organized documentation across the executive office
- Ensure project initiatives progress as planned and follow through on action items from leadership meetings
- Maintain professional standards across all communications and deliverables

Scope and Authority
- Authority to manage the executives' calendars and schedule meetings within agreed preferences
- Authority to draft and send routine communications on behalf of the CEO and COO
- Authority to coordinate between teams and stakeholders across the organization
- No budget responsibility at appointment; expenses agreed with leadership
- Not authorized to make business commitments on behalf of the executives without approval
- Expected to use independent judgment on prioritization and routine decisions

What Success Looks Like
- Make complicated logistics look effortless. Prevent problems before they occur. Handle confidential information with absolute discretion. Represent Mainspring's leadership professionally in all communications. Anticipate needs before they're expressed. Follow through on every commitment without being chased.

What We're Looking For
Essential :
- Proven experience supporting senior executives
- Exceptional written English skills
- Demonstrated ability to manage complex calendars where everything seems urgent
- Experience working independently and making appropriate decisions under pressure
- Remote work experience with reliable internet and a professional home office setup
- Comfortable learning new systems without extensive hand-holding
- Ability to handle sensitive information with the discretion a healthcare environment demands

Desirable
- Background in healthcare, behavioral health, or professional services
- Experience supporting more than one executive simultaneously
- Travel planning and logistics coordination experience
- Not a fit for: People who want to drive strategy rather than enable it, or who will get frustrated by the consistent, detail-oriented execution this role demands.

Working Conditions
- Full-time (40 hours/week), remote-first
- Primarily US Eastern Time business hours (8am to 5pm ET)
- Flexibility required for urgent matters
- Results matter more than hours

Compensation: Competitive salary reflecting the value brought to the organization.

Key Relationships
- Internal: CEO, COO, clinical leadership, and team members across Mainspring Recovery
- External: Business partners, service providers, vendors, and external stakeholders

KPIs and Success Measures
- Executive productivity improvement and time optimization
- Quality and timeliness of stakeholder communications
- Stakeholder satisfaction across executive coordination
- Process improvement initiatives implemented
- Crisis management effectiveness and proactive problem prevention
- Calendar conflict rate and resolution speed
- Values alignment across all five Mainspring core values
- 30-day, 60-day, and 90-day review outcomes

How to Apply - Accomplish this form: ----------

SKILL REQUIREMENT
Administrative Management Office and Administration Executive Assistance
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