Administrative Assistant

Executive Mosaic; Vienna (VA); Hybrid; USD 68,000 - 83,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) retirement plan

10 days paid time off

Remote on non-office days

Job summary

Executive Mosaic is seeking an organized Administrative Assistant to support the President and CEO and the wider organization. You will manage daily office tasks, handle inquiries, organize data, and schedule communications across our global membership in Vienna, VA.

The role balances project work with routine requests in a flat, fast-moving environment. Key responsibilities include calendar and meeting coordination, travel arrangements, finance support, and preparing memos and presentations.

Qualifications

• 2-3 years of administrative assistant experience.
• Note-take in meetings and turn into clear action items with owners and due dates.
• Meeting planning experience for agendas, documents, and logistics.
• Project management with multi-step deadlines.
• Familiarity with AI tools like Open AI and Claude.
• Highly proficient in Google Workspace and MS Office.
• Excellent verbal and written communication skills.
• Ability to keep sensitive data confidential.

Responsibilities

• Manage CEO communications: keep email organized, respond to urgent requests, and batch escalations.
• Calendar management: book appointments and coordinate weekly and monthly meetings.
• Produce meeting notes, convert to action items, and track owners and deadlines.
• Coordinate travel and restaurant reservations as needed.
• Assist with finance-related reporting and prepare CFO meeting agendas.
• Prepare basic memos and presentations.
• Track office supplies and maintain equipment inventory.
• Coordinate with vendors and HR on interviews and paperwork.
• Liaise with landlord for facilities and manage events logistics.
• Support company morale by planning quarterly Virginia staff events.

Skills

Administrative support

Meeting scheduling

Project management

Google Workspace

MS Office

Communication skills

Note-taking

AI tools

Confidentiality

Tools

Salesforce

Job description

Executive Mosaic is looking for an organized, highly motivated Administrative

Assistant to manage daily office tasks and support our President and CEO and

the wider organization. You will help keep our office running smoothly by

handling employee requests, while assisting the President and CEO with

communications, organizing data, meetings and scheduling.

We run a flat organization. Even at our size, the President and CEO receives a

high volume of inbound email and requests for information, from employees here

and internationally as well as from our membership. The person in this role

needs to understand how the organization operates well enough to route

information, answer what they can, and batch the rest into clear escalations

for what the President and CEO needs to handle daily, weekly, and monthly.

Much of this work is project-shaped rather than a long list of one-off daily

tasks. You will be expected to manage efforts with several moving parts and

bring them in against a timeline.

Key Responsibilities

• Communication: Help the President and CEO keep email organized and respond to urgent requests. Field inbound questions from employees and members, answer what you can, and batch the rest into clear daily, weekly, and monthly escalations.
• Scheduling: Manage the President and CEO's calendar, book appointments, and
• Meeting Support and Action Item Tracking: Attend six recurring weekly meetings, (Four hours and fifteen minutes in total): Turn the notes from these meetings into clear action items, then track those items week over week as they are delegated across the company and follow up until they are closed out. This is the meeting structure as it stands today. We are open to restructuring it if you find a more efficient way to run it.
• Calendar Coordination: On Fridays the President and CEO holds one-on-one meetings with five direct reports. This role does not sit in on those, but schedules around them and keeps the week from colliding.
• Meetings: Coordinate the monthly senior manager meeting, including preparing the documents required.
• Travel and Reservations: Assist with travel arrangements and book breakfast, lunch, and dinner reservations.
• Project Management: Manage multi-step projects with several moving parts and see them through to their deadline.
• Finance Support: Work with the CFO on financial reporting, and with finance staff on reports and requests that come to the President and CEO. Prepare and circulate the agenda for the Monday CFO meeting in advance.
• Reports: Prepare basic memos and presentations.
• Office Supplies: Track inventory and order supplies before stock runs low. Keep the supply closet stocked and organized, and maintain supply levels for the copy machines, including ink cartridges.
• Vendors: Coordinate with outside vendors on office furniture deliveries, printed materials for events, and sponsor materials sent to our office.
• Hiring and HR Support: Coordinate interviews and candidate paperwork, including the CliftonStrengths assessments we provide. Make sure the conference room is ready for interviews, or prepare the President and CEO's office with the proper documents. Assist the HR office with misc. employee requests.
• Facilities: Act as primary contact with the landlord for building maintenance items.
• Events: Work with our events staff on preparations for monthly Potomac Officers Club events and dinner events. Help with event check-ins at a local venue at least once a month. Some evening hours required.
• Company Morale: Plan and run a quarterly event for our entire Virginia staff.

Required

• 2-3 years of administrative assistant experience.
• Ability to take notes in a meeting and turn them into clear, trackable action items with owners and due dates.
• Meeting planning experience. Several of the recurring meetings here depend on this role for agendas, documents, and logistics.
• Project management skills. Much of this work involves multi-step efforts with deadlines rather than one-off daily tasks.
• Familiarity with AI tools like Open AI and Claude
• Highly proficient in Google Workspace and MS Office (Docs, Sheets, Slides).
• Excellent verbal and written communication skills.
• Ability to keep sensitive data confidential.Reside within commuting distance of Vienna, VA 22182 and able to work

Preferred

• Hands-on experience with Salesforce.com or another large-scale CRM platform.
• $75,000 per year.
• Health, dental, and vision insurance; 401(k) retirement plan; 10 days paid time off.

Monday-Friday, 8:30 AM-4:30 PM. Remote on non-office days. We hold standing calls on each weekday, and none on weekends.