Executive Assistant to the CEO

About the Role

MOSAIC is seeking a highly organized, proactive, and discreet Executive Assistant to provide direct support to the CEO. This role requires someone who thrives in a fast-paced environment, anticipates needs before they arise, and can manage multiple priorities with professionalism and attention to detail.

As the CEO works across multiple time zones, this position will occasionally require flexibility with evening and weekend availability to accommodate international business needs.

Key Responsibilities

• Manage the CEO’s complex calendar, including scheduling meetings across multiple time zones.
• Prepare meeting agendas, take notes when required, and track follow-up action items.
• Screen, prioritize, and respond to emails and correspondence on behalf of the CEO.
• Organize confidential documents, contracts, and executive files.
• Assist with expense reporting, invoicing, and bookkeeping tasks using QuickBooks.
• Maintain spreadsheets, reports, dashboards, and other business documents in Microsoft Excel.
• Coordinate meetings with clients, partners, vendors, and internal teams.
• Assist with personal administrative tasks as needed.
• Monitor deadlines and proactively ensure projects remain on schedule.
• Draft professional emails, presentations, and documents.
• Maintain strict confidentiality regarding sensitive company information.
• Serve as the primary point of contact between the CEO and internal/external stakeholders.
• Assist with special projects and other executive support duties as assigned.

Qualifications Required

• Minimum 3 years of experience supporting a CEO, founder, executive, or senior leadership team.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills in English.
• Advanced proficiency in Microsoft Excel.
• Experience using QuickBooks.
• Experience managing complex executive calendars.
• Experience coordinating international travel.
• High level o...