Executive Assistant

About Mosaic:

Mosaic is a fast-growing fintech startup that builds software used by private equity firms and investment banks to analyze M&A deals and make better investment decisions. Our platform combines technology, accuracy, and speed to replace manual, Excel-heavy workflows across finance teams.

In just a few years, Mosaic has become a trusted partner to over 100 leading investment firms, including CVC, Warburg Pincus, Evercore, New Mountain Capital, and The Riverside Company, representing more than $2 trillion in combined assets under management.

We’re building a modern, collaborative workplace where teams move quickly, work closely together, and support high-impact client work. For someone excited to be part of a fast-growing startup at the intersection of finance and technology, Mosaic offers a dynamic environment with room to learn and grow.

About the Role:

Mosaic is seeking an Executive Assistant & Receptionist to be the first point of contact for our growing New York office and a trusted support partner to our internal teams. This role is equal parts front-desk presence and high-touch administrative support, ideal for someone who is organized, proactive, and thrives in a fast-paced, professional environment.

You’ll play a critical role in keeping the office running smoothly day-to-day, supporting managers and team leads with scheduling and logistics, and ensuring clients, candidates, and guests have a seamless experience from the moment they walk through the door. As Mosaic continues to scale, this role offers the opportunity to take ownership, build strong internal relationships, and grow alongside a high-performing team at the intersection of finance and technology.

Executive Assistant Responsibilities:

• Provide day-to-day administrative support to team members, including scheduling meetings, coordinating travel, preparing expense reports, and assisting with general office needs
• Manage and prioritize Outlook calendars for professionals at multiple levels, proactively communicating changes and helping keep schedules running smoothly
• Coordinate catering for internal meetings, client meetings, and team events as needed
• Register team members for conferences, industry events, and networking opportunities
• Assist with preparing materials such as meeting packets, binders, and internal documentation
• Support ad hoc administrative requests as they arise in a fast-moving environment
• Serve as backup support for other members of the administrative team, stepping in to assist with coverage and shared responsibilities when needed

Receptionist Responsibilities:

• Open and close the front desk during standard office hours (8:30 AM – 4:30 PM), ensuring a professional and welcoming office environment
• Greet clients, guests, and visitors, serving as the primary point of contact upon arrival
• Answer and route incoming phone calls to the appropriate team members
• Monitor the reception area to ensure it remains organized, presentable, and guest-ready at all times
• Manage conference room and visitor office reservations, ensuring spaces are properly prepared and coordinated
• Oversee communal office and meeting spaces, including coordinating with external catering vendors for meetings
• Order office supplies and assist with facilities-related requests, coordinating with building management or vendors as needed
• Monitor and respond to shared inboxes related to office operations, facilities, and front-desk inquiries

Qualifications:

• Bachelor’s degree or equivalent professional experience
• 2–3 years of experience in an executive assistant and/or receptionist role, ideally in a professional office or corporate setting

What We’re Looking For:

• Strong working knowledge of Microsoft Office, including Outlook, Word, Excel, and PowerPoint
• Polished phone presence and confidence interacting with clients, guests, and internal teams
• Professional, approachable demeanor with a high standard for presentation and service
• Clear and effective written and verbal communication skills
• Highly organized with strong attention to detail and follow-through

Compensation & Benefits:

This is a full-time position with:

• A competitive base salary of $75,000 – $95,000 (depending on years of experience)
• Health, vision & dental coverage
• Competitive vacation policy
• Team building events & happy hours