Executive Assistant & Project Coordinator - Remote

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 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.