Provides remote administrative and project coordination support to the CEO and leadership team. Responsibilities include calendar and meeting management, travel booking, meeting preparation and follow-up, project tracking, Asana and Salesforce updates, document organization, expense processing, and vendor or reimbursement support. The role requires strong organization, discretion, communication, independence, and prior experience working with Mosaic.
About the Organization:
Mosaic is a national collaborative funder and field catalyst that boosts the collective power of climate, conservation, and environmental health and justice movements in the United States to achieve durable, population-scale wins. Directed by a Leadership Council of diverse and representative grassroots, NGO, and philanthropic leaders from across the country, Mosaic bolsters four key pillars of infrastructure necessary for transformative movements: Strong and resilient networks and coalitions rooted in trust; a deep bench of diverse, highly skilled leaders; advocacy tools and training for large-scale mobilization; and powerful, norm-shifting narratives. Mosaic has committed $32M in grant funding since 2020 to support collaborative projects and coordinated resources that are strengthening alliances, driving policy wins, shifting narratives, and galvanizing large-scale action.
Impact is at the heart of Mosaic’s mission. As one of the only national collaborative funds exclusively focused on building movement infrastructure – the connections and shared resources all movements need – Mosaic is committed to building the power necessary for lasting environmental and social change. A stable climate, clean air and water, healthy communities, and thriving natural systems all hang in the balance during this critical decade. Mosaic was created in response to a collective recognition that, although the U.S. environmental movement has achieved historic victories, the pace and scale of the challenge we face demand even more. The environmental movement will only achieve climate and environmental goals with a stronger, better-connected movement that is capable of driving and sustaining meaningful change.
Position Summary:
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.
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.
Mosaic is an independent operating project of Multiplier, a nationally recognized nonprofit that accelerates impact for sustainability-focused initiatives.
Mosaic is an independent operating project of Multiplier, a nationally recognized nonprofit that accelerates impact for sustainability-focused initiatives.
Multiplier is committed to creating an inclusive, equitable, and accessible application process for all candidates. We recognize that the traditional hiring process can create barriers. If we can support your participation in the job application or interview process by providing specific assistance or accommodation, please reach out to [email protected]. Requests for accommodations are confidential and will not impact your candidacy.
About
Multiplier accelerates impact for innovative projects focused on protecting and fostering a healthy, sustainable, resilient and equitable world. At Multiplier, program teams can turn game-changing ideas into planet-saving impact, and they can do it faster and better than they otherwise could.Multiplier celebrates diversity and is committed to building teams and partnerships that represent a variety of backgrounds, perspectives, and skills. Multiplier is also committed to providing an environment of mutual respect that is free from discrimination and harassment. Multiplier prohibits discrimination in its governance, programs, and activities on the basis of race, color, national origin, age, disability, religion, gender, sexual orientation, gender identity, genetic information, political beliefs, reprisal, marital status, amnesty, status as a covered veteran, because all or part of an individual’s income is derived from public assistance, or for any other factor that is not based on merit.
Similar Jobs
Artificial Intelligence • Cloud • Consumer Web • eCommerce • Information Technology • Software
Supports senior executives and the Board of Directors through complex calendar management, board meeting coordination, agenda and materials preparation, confidential communications, expense processing, records management, travel planning, and executive event logistics. The role requires independent judgment, discretion, strong communication, and coordination across global teams, vendors, and internal departments. It is remote-first, with Austin-based employees working onsite weekly and occasional travel required.
Top Skills:
Adobe AcrobatClaudeDocusignGmailGoogle CalendarGoogle DocsGoogle DriveGoogle MeetGoogle SheetsGoogle SlidesGoogle WorkspaceExcelMS OfficeMicrosoft OutlookMicrosoft PowerpointMicrosoft WordNavanSlackZoom
Cloud • Security • Software • Cybersecurity • Automation
Supports two VP-level executives by managing complex calendars, global travel, leadership meetings, events, recruiting coordination, onboarding logistics, expenses, and follow-up on action items. The role requires anticipating priorities, handling confidential information, coordinating across time zones, using AI tools responsibly, and supporting special projects within GitLab’s CRO organization.
Top Skills:
Artificial IntelligenceClaudeGitlabGoogle WorkspaceNavanSlackZoom
Artificial Intelligence • Cloud • HR Tech • Information Technology • Productivity • Software • Automation
Supports the Senior Executive Assistant and executive office through event execution, routine communications, scheduling logistics, administrative operations, documentation, expense processing, vendor coordination, and after-hours urgent support. Maintains calendars, files, databases, meeting materials, team resources, and operational playbooks while escalating strategic or executive-facing decisions. Requires discretion, strong organization, communication, problem-solving, and the ability to manage competing priorities in a fast-paced environment.
Top Skills:
Calendar Management SoftwareMicrosoft Office 365Microsoft OutlookMicrosoft TeamsSocial Media Platforms
What you need to know about the Chicago Tech Scene
With vibrant neighborhoods, great food and more affordable housing than either coast, Chicago might be the most liveable major tech hub. It is the birthplace of modern commodities and futures trading, a national hub for logistics and commerce, and home to the American Medical Association and the American Bar Association. This diverse blend of industry influences has helped Chicago emerge as a major player in verticals like fintech, biotechnology, legal tech, e-commerce and logistics technology. It’s also a major hiring center for tech companies on both coasts.
Key Facts About Chicago Tech
- Number of Tech Workers: 245,800; 5.2% of overall workforce (2024 CompTIA survey)
- Major Tech Employers: McDonald’s, John Deere, Boeing, Morningstar
- Key Industries: Artificial intelligence, biotechnology, fintech, software, logistics technology
- Funding Landscape: $2.5 billion in venture capital funding in 2024 (Pitchbook)
- Notable Investors: Pritzker Group Venture Capital, Arch Venture Partners, MATH Venture Partners, Jump Capital, Hyde Park Venture Partners
- Research Centers and Universities: Northwestern University, University of Chicago, University of Illinois Urbana-Champaign, Illinois Institute of Technology, Argonne National Laboratory, Fermi National Accelerator Laboratory
