Executive Assistant

Please Note:  

• While this position is remote, occasional travel of approximately 5–10% throughout the year will be required to attend meetings or conferences, as needed.
• Working hours preference is Mountain Standard or Central Standard Time.
  
  Position Overview: The Executive Assistant provides high-level, predictive support to two Senior Vice Presidents (SVPs), serving as their primary point of contact and strategic operational partner in a remote environment. This role acts as a trusted extension of leadership, ensuring seamless operations across time zones, platforms, and teams. By anticipating needs before they are articulated, managing complex schedules, and streamlining communication, the Executive Assistant enables the SVPs to remain focused on high-level strategy, decision-making, and leadership effectiveness. This position requires exceptional judgement, discretion, and the ability to operate independently in a fast-paced, distributed organization.
  
  
  Roles and Responsibilities  The responsibilities of the Executive Assistant role are as follows:
  
  
  Calendar & Meeting Management:
• Manage two distinct, high-volume calendars, ensuring scheduling accuracy, prioritization of critical meetings, and protection of focus time for deep work.
• Proactively identify and resolve scheduling conflicts across competing priorities and time zones.
• Conduct regular schedule audits to ensure meetings are purposeful, well-prepared, and aligned with leadership priorities.

Communication & Correspondence:

• Exercise sound judgment to prioritize urgent matters, triage requests, and ensure timely escalation to the SVPs when appropriate.
• Monitoring and organizing two executive inboxes; drafting responses for routine inquiries and flagging items requiring immediate SVP attention. 
• Manage leadership visibility by drafting and coordinating internal communications, leadership updates, and executive-facing materials.

Project Liaison & Cross-Functional Coordination

• Track deliverables and action items from direct reports and cross-functional partners.
• Ensure SVPs have accurate, up-to-date information for deadlines, reviews, and decision-making.
• Serve as a liaison between executive leadership and internal teams to maintain momentum, clarity, and accountability.

Travel, Logistics & Administration

• Coordinate complex, multi-city travel arrangements when applicable.
• Manage expense reporting and reconciliation across departments, ensuring accuracy, compliance, and timely submission.
• Maintain a highly organized document system to ensure information is instantly retrievable.

Team Leadership & Business Support

• Lead through influence by coordinating across remote teams, setting expectations for deliverables and deadlines, and reinforcing alignment with executive direction.
• Support business development and executive initiatives by preparing materials, coordinating meetings, and managing logistics for external engagements and industry interactions.

Skills and Experience

• Extensive experience supporting senior leaders in a fast-paced, remote, or professional services environment, requiring a high degree of discretion, responsiveness, and independent judgment.
• Proven ability to manage two high-volume, complex calendars while optimizing SVP time, and preventing conflicts. 
• Strong organizational and problem-solving skills, with the ability to proactively identify issues and resolve them before they impact leadership effectiveness.  
• Demonstrated ability to manage digital communications, including inbox shadowing, Teams orchestration, and executive-level correspondence across multiple platforms.
• High level of technical proficiency with Microsoft 365, Teams, Zoom, Power BI, and expense management tools such as OpenAir, as well as familiarity with AI-powered productivity and workflow optimization tools.
• Exceptional written and verbal communication skills, with experience drafting executive communications, internal memos, and leadership-facing materials.
• Demonstrated discretion and sound judgment when handling sensitive HR, financial, and strategic information.

Working Relationships

Internal: Develops and maintains strong relationships across the organization. External: Develops and maintains trusted relationships and upholds the organization’s reputation. Works independently in and effectively navigates through ambiguous environments.

Education Bachelor’s degree or equivalent experience supporting senior-level leadership in a remote or professional services setting.

Physical Demands and Work Environment The physical demands and work environment characteristics are representative of those that must be met by an employee to perform the essential functions of this job successfully.
Physical Demands: While performing duties of job, employee is required to stand, walk, sit, reach with hands and arms, talk, and hear. Position requires extensive travel and ability to sit for extended periods of time. Specific vision abilities required by the position include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Reasonable accommodations due to a physical or mental disability may be discussed with People Operations.

Work Environment: Work environment can vary greatly depending on client and location. Reliable transportation to and from work location required. Travel may be required depending on client/project needs. Equal Opportunity Employer Mosaic is proud to be an equal opportunity employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or veteran status.
At Mosaic, we are invested in our people and are proud to offer a competitive total compensation package. Compensation decisions are made based on a variety of factors, including but not limited to relevant skills, consulting experience, education and training, demonstrated competencies, geographic location, and other business and organizational needs. The salary range listed reflects a good faith estimate of the compensation for this role at the time of posting. A reasonable national base salary range for this position is $80,000.00 - 110,000.00 USD annually, and compensation decisions are dependent on the facts and circumstances of each case. This position is eligible to participate in a bonus program of up to 8% of annual compensation, subject to individual and organizational performance. In addition to salary and bonus eligibility, Mosaic offers a comprehensive benefits package, including health and wellness benefits, a Flexible Time Off program, paid holidays, a discretionary 401(k) match, and for US based employees, participation in the Employee Stock Ownership Plan (ESOP). We regularly review our compensation practices to ensure they remain competitive, compliant, and aligned with our values. Additional details on Mosaic’s benefit package can be found at the following LINK.