About the role

Studio Mosaic is an established boutique digital consultancy that brings strategy, design, and technology together for organizations doing consequential work. Our clients include national labor organizations, advocacy coalitions, national foundations, higher education institutions, nonprofits, and B2B companies.

We build and manage the digital systems behind their work: websites, campaigns, CRM architecture, data systems, design systems, and AI-powered tools. We're a small team, so everyone knows the clients and sees where their work lands. We use Slack, Google Workspace, and AI every day.

We are hiring an audacious Senior Executive Assistant to work directly with our CEO. You ask for more responsibility before it's offered, and you'll tell the CEO what you think, even when she doesn't expect it. When a path is blocked, you find another route and propose a better way. If you'd rather fix a broken process than work around it twice, we want to hear from you.

The role starts at 20 hours a week, but we don't see it staying small. As the studio grows and trust builds, we expect the role to grow toward full-time. What that looks like is partly up to you. If there's something you want to explore or build on, like designing decks, writing copy, or improving how we run operations, we'll make room for it and pay you for it.

About our CEO

Francesca Larson is a New Jersey native, the CEO of Studio Mosaic, and a mom of two kids under 10. She came up in startup tech and national political campaigns, where she learned to build something from nothing and to move fast when the deadline doesn't.

Her bias is toward action. When a project drifts and no one takes charge, she does. That speed comes with care. Before a proposal goes out, she thinks about how the client will feel reading it, and after she meets someone new, she thinks about who they should meet next. When someone on the team does something great, she notices and says so.

Her favorite part of the job is the creative work and the people doing it. She loves a strong design review, a client call that turns into real excitement, and a team that's having fun. She believes good work should feel good to make, and she runs the studio that way. For her, technology clears out busywork so people have more time for their own ideas.

What this role actually is

• Great executive support is relationship work. It runs on trust and candor, and a working rhythm that strengthens over time. We treat it as skilled work the studio depends on.

• Your central responsibility will be to own the open loops around the CEO: what needs her attention, what she has committed to, what others owe her, and what needs to happen next.

• You will manage multiple inboxes, own a calendar that can change quickly, prepare for meetings, coordinate communication and logistics, and follow up until commitments are completed, reassigned, or intentionally paused.

• The CEO's time is one of the studio's most constrained resources. Your work will protect that time and give everyone one reliable point of coordination.

• The right person for this role likes making a complicated day feel calmer. You see what's coming and follow through without reminders, using your judgment to decide what to do next.

What you will own

Inbox management
Monitor and manage multiple Gmail accounts. Triage what matters, draft routine responses in the CEO's voice, flag what needs her attention, and keep important conversations from stalling. Set up a clear system for what to handle, what to draft, what to flag, and what to escalate.

Calendar and scheduling
Own the CEO's calendar across clients, internal priorities, personal commitments, and multiple time zones. Protect focused work time, plan ahead for prep and travel, resolve conflicts, and use judgment about what can move and what can't.

Meeting preparation and follow-through
Before important meetings, gather agendas, background, relevant email threads, links, and supporting materials. After meetings, turn notes into clear actions, confirm who owns each one, and follow up until the next step happens. Your focus is the CEO's commitments and priorities, not studio-wide client deliverables.

Communication and coordination
Draft correspondence, coordinate timelines, request missing information, and keep things moving with clients, vendors, partners, and team members. You represent the CEO and Studio Mosaic, so your messages should sound warm and capable. People should come away feeling cared for and confident that someone is paying attention.

Travel and logistics
Book travel, prepare itineraries, manage reservations, and coordinate occasional in-person meetings. Handle changes quickly so the CEO never has to search for what she needs.

Documents and organization
Assemble, proofread, and lightly format meeting materials, proposals, presentations, and internal documents. Keep shared files organized and current so the CEO and team can find the right version fast.

Systems and technology
Look for recurring work you can simplify, document, template, or automate. That might mean better inbox rules, a follow-up tracker, a reusable meeting template, a documented process, or using AI to speed up research and drafting.

Personal support
Handle occasional appointments, reservations, errands, and personal logistics so the CEO can focus on the work only she can do.

What we are looking for

• At least six years of experience supporting a founder, CEO, or senior executive

• Experience in a fast-moving private-sector environment, ideally an agency, consultancy, professional services firm, startup, or other client-facing business

• Experience managing multiple inboxes, a complex calendar, and ongoing executive follow-up

• High emotional intelligence. You read tone and context without needing everything spelled out

• Good judgment. You know when to act, when to ask, and when to change your approach

• Consistent follow-through. You're comfortable following up more than once and keeping something on your radar until it's resolved

• Strong writing skills and the ability to draft in another person's voice for different audiences

• Practical technical fluency, including daily use of AI. You learn new tools quickly and know how to review, verify, and improve what they produce

• Comfort creating structure when priorities shift or instructions are incomplete

• Complete discretion with confidential business, client, team, and personal information

What your first 90 days will look like

First 30 days: Build the foundation
Learn the CEO's working style, priorities, clients, and key relationships. Set clear rules for inbox, scheduling, and escalation. Start owning routine scheduling, meeting coordination, travel, and logistics.

By 60 days: Develop voice and judgment
Triage inboxes, draft routine correspondence, prepare meeting materials, capture action items, and follow up without being asked. Start documenting recurring processes so they don't depend on memory.

By 90 days: Own the system
Run the CEO's calendar, inbox triage, and follow-up system with less day-to-day direction. Flag conflicts, missing information, decisions, and deadlines before they become problems. By this point, the CEO can see at a glance what needs her, what's handled, and what's waiting on someone else, and other senior team members no longer have to relay her scheduling, reminders, and logistics.

Why Studio Mosaic

You'll work in close partnership with the CEO and have a visible effect on how the whole company runs. That means direct access to decisions and the context behind them, plus room to shape the systems you manage. Your autonomy grows as trust does, and we take your judgment seriously.

The role starts at 20 hours with senior-level responsibility from day one, and room to grow from there. We see operations as part of what makes the creative and technical work good. Your opinion will be welcome, and your work will matter to the people around you.

Role Details

• Compensation: 40–50 per hour, depending on experience

• In-person needs: Occasional in-person support and coordination

• Reports to: CEO

• Position type: Part-time, with a path toward full-time

To apply

Apply at studiomosaic.co/careers/senior-ea

Please submit your resume and brief answers to these questions in your Letter of Interest:

1. Describe one recurring responsibility you fully took over from an executive. What did you own, and what no longer required their attention?

2. Walk us through the system you use to track open items across email, meetings, and conversations. Include the tools you use and how often you follow up.

3. Describe one specific way you use AI or automation in your work. What does it do, where does your judgment come in, and what has it improved?

Keep your total response to about 400 words. No cover letter is required. Thoughtful use of AI in your application is welcome, but generic answers won't tell us about your experience or who you are.

Selected candidates will be invited to a short introductory conversation. Finalists will complete a brief, paid work simulation with a sample inbox, a calendar conflict, and a follow-up scenario. We review applications on a rolling basis.

Studio Mosaic is an equal opportunity employer. We welcome candidates of all backgrounds and experiences.