Executive Assistant

Summary

Join Mozilla Foundation as an Executive Assistant and provide comprehensive support to two senior leaders. You will manage complex calendars, coordinate travel, handle communications, and ensure timely follow-through on priorities. As a strategic partner, you will identify opportunities to streamline workflows and improve collaboration. This role requires exceptional judgment, discretion, and communication skills. You will proactively manage calendars, schedule meetings and travel, and assist with administrative tasks. The position offers opportunities for professional growth and development within a mission-driven organization.

Requirements

• At least 5 years of experience supporting senior executives or leadership teams in mission-driven or complex organizational environments
• Proven ability to follow through on commitments with an appropriate level of vitality and to quickly prioritize amongst sophisticated or contending priorities
• Excellent written communication skills to strategically convey sophisticated topics and detailed instructions concisely
• Ability to serve as a trusted representative of the VPs, both in written correspondence and in meetings as appropriate
• Strong time-management skills
• Proven attention to detail and outstanding follow-through on tasks and projects
• High level of discretion in cases of exposure to sensitive information
• Proven track record to customize logistics and schedules with leaders’ varying accessibility and lived experiences in mind
• Proven connector who works easily across time zones, contexts, and personalities
• Demonstrated passion for trying, learning, improving upon, and sharing best practices
• The ability to remain composed under pressure and to show outstanding judgment
• Experience with G-Suite, Zoom and synchronous/asynchronous work practices and platforms
• Experience scoping, planning, and facilitating both remote and in-person meetings and events
• Experience working with CRM systems

Responsibilities

• Proactively and strategically manage complex and evolving calendars across time zones for the Foundation’s executives. This will involve: vetting meeting requests, ensuring executives are prepared for events, conference/video call setup, and assisting with meeting agendas
• Work effectively with the executives to keep them well informed of upcoming commitments and responsibilities, while tracking deadlines and following up on action items to ensure alignment and progress
• Work with relevant staff to schedule and plan logistics for VP media interviews, speeches or key external presentations
• Arrange sophisticated and detailed domestic and international travel plans, itineraries and agendas including support with schedule and route changes, possibly outside of normal working hours
• Assist with administrative tasks including: signature requests; invoice approvals; expense reports; credit card reports; Salesforce data; and composing and preparing correspondence
• Provide back-up EA support as needed during EA vacations or other leaves
• Serve as a liaison between executives and internal/external stakeholders
• Support organization-wide meeting scheduling and logistics including remote monthly staff meetings and in-person events, such as work weeks
• Plan, coordinate and occasionally facilitate a variety of remote and in-person meetings and events for both teams in concert with relevant leaders
• Attend relevant team, OKRs, and other strategic meetings to maintain a broad understanding of the work of the teams
• Collaborate with other EAs and (executive) program managers across Mozilla to streamline communication and improve processes
• Travel to accompany and support teams as needed, including internationally
• Identify opportunities to streamline administrative and operational processes
• Anticipate needs and offer proactive solutions that increase efficiency
• Assist executives with the creation of documents, slide decks, and other team artifacts
• Track high-level organizational priorities and help ensure executive attention is focused appropriately

Preferred Qualifications

• Program or project management experience
• Development of decks, one-pagers, collateral, design and/or data visualization experience is a plus
• Event planning
• Travel administration

Benefits

• Private Medical Insurance
• Extended Sick Leave
• Global Employee Assistance Program (EAP)
• Retirement Plan contributions
• Paid Time Off: 20 days annual leave + sick days and your birthday
• Company Holidays + Shutdown
• Wellness budget
• Professional Development budget
• Top up program for Pregnancy and Parental leaves