Executive Partner & Office Operations Lead

Mosaic Biosciences

1d•$70,000 - $90,000•Onsite

About The Position

Mosaic is seeking a highly organized, solutions-oriented Executive Partner & Office Operations Lead to provide dedicated support to the CEO and Executive Leadership Team and ensure the smooth operation of our office. This role blends executive support with operational oversight, creating a smooth, well-coordinated environment and a welcoming space for employees, visitors, and clients alike. The ideal candidate is organized, anticipates needs, demonstrates impeccable discretion, brings energy and approachability to every interaction, and thrives in a dynamic, fast-paced environment.

Requirements

5+ years of experience providing executive administrative support and managing office operations in a professional setting, ideally within a scientific environment.
Demonstrated ability to manage multiple priorities, anticipate needs, and deliver exceptional results under tight deadlines.
Strong written and verbal communication skills, with the ability to represent executives professionally to internal and external stakeholders.
Highly organized, detail-oriented, and solution-focused.
Discretion and integrity in handling confidential information.
Proficiency in Microsoft Office Suite, calendar management tools, and collaborative communication platforms.

Nice To Haves

Experience supporting multiple executives or leadership teams.
A proactive, collaborative, and adaptable mindset with a strong sense of ownership.
Strong problem-solving skills and the ability to streamline office processes strategically.

Responsibilities

Serve as a trusted partner to the CEO and Executive Leadership Team, managing calendars, scheduling high-priority meetings, and supporting execution of leadership initiatives.
Act as a professional point of contact for internal and external stakeholders, representing leadership with discretion.
Support leadership meetings with agenda prep, notes, and follow-up on action items.
Assist in drafting executive communications, presentations, and company-wide updates.
Anticipate executive needs, streamline workflows, and maintain smooth daily operations.
Handle confidential information with the utmost professionalism.
Maintain a welcoming, professional environment at the front desk, serving as the first point of contact for employees, clients, and visitors.
Oversee daily office operations, including supply procurement and weekly lunch coordination.
Manage facilities and building services, including maintenance schedules, cleaning, and conference room readiness.
Coordinate deliveries, shipments, and logistics to ensure smooth internal and external operations.
Assist with lab operations, including restocking and tracking consumables, managing glassware, coordinating deliveries and waste pickups, and supporting equipment moves and installations.
Provide backup support for receipt management, ProcureDesk operations, and buyer delegation approvals to ensure continuity in procurement processes.
Plan and coordinate internal and external meetings, client visits, candidate interviews, board meetings, and special events with precision and attention to detail.
Lead Mosaic’s Party Planning Committee (PPC), managing the budget and tracking time and funds.
Plan, organize, and execute all PPC events, including the annual holiday party and team-building activities, creating engaging and memorable experiences for employees.