Executive Assistant

Executive Assistant

The Executive Assistant provides administrative and project coordination support to Mosaic's Chief Executive Officer (CEO) and leadership team. This role ensures smooth day-to-day operations through proactive calendar and meeting management, travel coordination, meeting preparation and follow-up, project tracking, and general administrative support. This is a part-time position at 10 hours per week.

Primary Responsibilities

Calendar & Scheduling Support

• Manage and optimize the CEO's calendar.
• Schedule internal/external meetings, including Leadership Council and Steering Committee sessions.
• Coordinate meeting logistics (Zoom links, agendas, reminders).
• Protect focus time and proactively resolve scheduling conflicts.
• Schedule full team meetings.
• Manage CEO's Zoom Scheduler, ensuring up to date.

Travel Support

• Book travel including flight and lodging, ensuring all details are reflected in the calendar.
• Book conference registration.

Meeting Preparation & Follow-Up

• Conduct some light research ahead of meetings to support successful engagement, at direction of Director of Strategic Partnerships.
• Prepare agendas, pull relevant documents, and organize pre-reads.
• Track and manage action items and follow ups from meetings, with clear next steps, assignments to staff, and deadlines.

Project Coordination

• Maintain simple project trackers (e.g., recruitment for funder seats, Admin tasks and prioritization).
• Maintain Asana: Support deadline reminders and status updates, track tasks.
• Handle light data entry (e.g., contact lists, meeting rosters, meeting notes) in Salesforce.
• Manage digital documents and folders.
• Assist in maintaining version control of key documents. Assist Operations Manager with vendor forms, reimbursements, or basic document formatting.
• Code credit card expenses or reimbursements: gather receipts, enter expenses information into expense manager, submit for approval.

The Ideal Candidate

You are a highly organized, proactive, and detail-oriented professional with excellent communication skills and sound judgment. You anticipate needs, manage competing priorities, and provide reliable, thoughtful support to executive leadership. You are collaborative, resourceful, and adaptable, with a strong commitment to accountability, discretion, and follow-through. Above all, you bring integrity, initiative, and enthusiasm to advancing Mosaic's mission of strengthening the environmental movement and driving lasting social and environmental change.

Specific Experience Requested:

• Highly organized, excellent attention to detail.
• Strong communicator with discretion and confidentiality.
• Comfortable with SharePoint, Zoom, Slack, Asana and basic project tools.
• Able to work independently and remotely with minimal supervision.
• High emotional intelligence.
• Availability: availability in CST at least 2-3 days a week between Mon – Thurs; no travel is anticipated for this role
• Prior experience working with Mosaic required.

Workplace, Compensation & Application

Workplace & Travel: This role is fully remote.

Compensation: The pay for this role is $33 - $45 per hour.

How to Apply: To apply, please visit our Applicant Portal. Applications will be accepted until position is filled. We respectfully request no follow-up calls or emails.