Executive Assistant @ Multiplier

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.
• 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.