Executive Assistant

This is a fully remote position, open to applicants in California.

📋 Description

• Provide administrative and project coordination assistance to the CEO of Mosaic and the leadership team.

• Manage and enhance the CEO’s calendar for optimal efficiency.

• Arrange both internal and external meetings, including sessions for the Leadership Council and Steering Committee.

• Coordinate all meeting logistics, encompassing Zoom links, agendas, and reminders.

• Safeguard focus time while proactively addressing scheduling conflicts.

• Organize full-team meetings and oversee the CEO’s Zoom Scheduler.

• Arrange travel including flights, accommodations, and conference registrations.

• Conduct preliminary research prior to meetings.

• Prepare meeting agendas, compile necessary documents, and organize pre-reading materials.

• Monitor meeting action items, follow-ups, assignments, and deadlines.

• Maintain project trackers and assist with Asana deadline reminders and status updates.

• Perform light data entry tasks in Salesforce.

• Manage digital documentation, folders, and version control.

• Assist with vendor forms, processing reimbursements, and basic document formatting.

• Code credit card expenses and reimbursements, collect receipts, enter expense details, and submit them for approval.

⛳️ Requirements

• Exceptional organizational skills with a keen eye for detail.

• Strong communication abilities, maintaining discretion and confidentiality.

• Proficient with SharePoint, Zoom, Slack, Asana, and basic project management tools.

• Capable of working independently and remotely with minimal supervision.

• High level of emotional intelligence.

• Availability in CST for at least 2–3 days a week from Monday to Thursday.

• Previous experience with Mosaic is required.

• No travel is expected for this position.

🏝️ Benefits

• Fully remote position.

• Compensation rate of $33.00–$45.00 per hour.

• Inclusive, equitable, and accessible application process.

• Confidential accommodations for the application process.

• Part-time schedule of 10 hours per week.