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Administrative Assistant

Executive Mosaic · Vienna
Pay$75k
PostedNov 14, 2026
LevelMid level
In short 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.

📋 About the job

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
  • coordinate team meetings.
  • 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 an…
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Administrative AssistantExecutive Mosaic
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