Executive Assistant
Position Overview
Adoption Mosaic is seeking a thoughtful, highly organized, and proactive Executive Assistant to serve as a trusted partner to our Founder/CEO
This role is ideal for someone who enjoys creating order, anticipating needs, strengthening follow-through, and helping a leader focus where their time can have the greatest impact. The Executive Assistant will manage the day-to-day, helping ensure priorities move forward, commitments are followed through, and communication remains thoughtful and organized.
The impact of this role extends beyond administrative support. By creating structure and reliable follow-through around the CEO, the Executive Assistant helps expand capacity for leadership, partnerships, community relationships, growth, and mission-critical work.
About Adoption Mosaic
Adoption Mosaic is a BIPOC woman- and adoptee-led mission-driven nonprofit committed to creating a more adoptee-centered and adoption-conscious community.
Our mission is to teach adoption competency, build family legacy, and create community through our services. We support members across the adoption constellation through education, consultation, programs, and community-building.
Adoption Mosaic is at an important stage of growth. As our programs, partnerships, and community expand, we are intentionally building the internal capacity needed to grow sustainably while remaining grounded in our mission and values.
Position Responsibilities & Performance Objectives
Manage the CEO’s calendar, communications, meeting preparation, and follow-up.
Organize competing priorities and maintain visibility into commitments, decisions, and next steps.
Coordinate Board meetings, materials, logistics, and records.
Prepare and organize executive documents, correspondence, travel, and administrative records.
Handle sensitive and confidential information with sound judgment and care.
Support administrative needs connected to programs, consultations, events, and selected CEO-led initiatives.
Coordinate smaller projects and time-bound priorities
Collaborate effectively with staff, contractors, Board members, partners, and community members.
Maintain reliable systems for executive follow-through and recurring administrative work.
Identify opportunities to improve consistency and reduce administrative friction.
Skills & Experience
Ideal candidates will bring:
3–5 years of executive, senior-level administrative, or comparable professional support experience.
Strong organization, prioritization, attention to detail, and follow-through.
Experience managing complex calendars, meetings, communications, records, and competing priorities.
Clear, professional written and verbal communication skills.
Sound judgment, discretion, and comfort handling confidential or sensitive information.
A proactive and resourceful approach, with the ability to anticipate needs and work independently.
Strong interpersonal skills, emotional intelligence, and adaptability in a small, collaborative organization.
Comfort using shared calendars, email, virtual meeting platforms, cloud-based documents, spreadsheets, and file-management systems.
Experience supporting a nonprofit, founder, executive director, or Board of Directors is preferred.
Adoption Mosaic values curiosity, authenticity, compassion, inclusivity, humility, collaboration, and a mission-first mindset. Lived experience as an adoptee or familiarity with adoption-related issues is valued but not required.
Location: Portland, OR (preferred – Hybrid), U.S. - Remote
