Executive Assistant

The Mozilla Foundation is a nonprofit public benefit organization. Our mission is to ensure that the Internet is a global public resource, open and accessible to all. Join us and become part of our mission to promote openness, innovation, and opportunity online!

Twenty years ago, this meant building a browser and protecting the open web. Today, it also includes making sure AI and data driven technology is more trustworthy. In order to focus on places where Mozilla can impact the next era of our work, we are increasingly working on the topic of trustworthy AI. For us, this means especially two things: human agency is a core part of how AI is built and integrated, and corporate accountability is real and enforced.

The Executive Assistant supports Mozilla Foundation’s Vice Presidents (VP, Global Advocacy and VP, Global Programs) as they navigate the dynamic needs of the organization. The core responsibility of this role is to anticipate needs, prioritize demands, and triage requests for the VPs and their respective teams. Uniquely sitting across two teams, the Executive Assistant will also play a crucial role and see opportunities for efficiency, collaboration, and shared learning between Global Programs and Global Advocacy.

As an Executive Assistant, you will be an expert in daily planning, prioritization, and prioritising the demands of both internal and external parties. The role requires good judgment, excellent communication skills, and balance the varied and often challenging needs of multiple collaborators.

As an Executive Assistant at Mozilla, you will work with…

The VPs to

• Proactively and strategically manage calendars for the Foundation’s VPs (VP, Global Advocacy & VP, Global Programs); vetting meeting requests, ensuring executives are prepared for events, conference/video call setup, and assisting with meeting agendas

• Work closely and effectively with the VPs to keep them well informed of upcoming commitments, responsibilities and following up appropriately  

• Research, prioritize and follow up on incoming issues and concerns, including those of confidential nature. Determining appropriate course of action, referral or response

• Work with relevant staff to schedule and plan logistics for VP media interviews, speeches or key external presentations 

• Arrange sophisticated and detailed 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; greenhouse gas emissions; and composing and preparing correspondence 

• Support organization-wide meeting scheduling and logistics including remote monthly staff meetings and in-person ‘All Hands’ events  

• Support and schedule Mozilla Foundation Program Committee meetings and related administrative requirements for these meetings

• Collaborate with other EAs across Mozilla to streamline communication and improve processes

• Provide back-up EA support to the Executive Director and COO during EA vacations or other leaves

The Teams to

• Plan, coordinate and occasionally facilitate a variety of remote and in-person meetings and events for both the Global Advocacy and Global Programs teams in concert with Program Leads 

• Attend relevant team, OKR, and other strategic meetings to maintain a broad understanding of the work of Global Programs and Global Advocacy

• Working with the VPs, Program Leads, and Program Managers, identify areas for greater efficiency, collaboration, and learning between the teams

• Support knowledge management and documentation efforts, including maintaining team drives, calendars, and work plan updates

• Contribute to the development and maintenance of the teams’ up-and-coming CRM platform

• Assist VPs and Program Leads with the creation of documents, slide decks, and other team artifacts

• Travel to accompany and support teams as needed, including internationally

Your Professional Profile:

• 5 to 7 years of relevant work experience

• Proven track record 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 to convey sophisticated topics and detailed instructions concisely

• Expertise 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

We Are Excited To See Any Additional Experience With:

• Program or project management experience 

• Development of decks, one-pagers, collateral, design and/or data visualization experience is a plus

Salary and Benefits Information:

The Mozilla Foundation is dedicated to fair and equitable compensation for our staff. We aim to pay a competitive and market-based salary based on the responsibilities and requirements of the role. We aim to offer at the midpoint of our salary ranges for the purposes of increasing inclusivity and fairness of our offer process and ensuring internal equity. We do not ask for, or take into account, salary histories in our offer process.

The base salary ranges, and the mid-point, for this role is listed below. We target the 75th percentile of market pay as a salary band midpoint for all levels, with 10% either side of the midpoint to create a salary range.These four countries are where we most commonly employ staff.

• Germany: €62,976 - €76,971 (mid-point: €69,973)

• UK: £35,846 - £43,812 (mid-point: £39,829)

• Canada: $69,372 - $84,788 (mid-point: $77,080)

• US: $59,888 - $73,197 (mid-point: $66,542)

We may also add in a geographic differential to this base salary based on the local job market. This would be  applied to the above ranges depending on the successful candidate’s location. Below are some of the common cities in which we hire staff along with examples of salary ranges,with the geographical differential applied:

• Inner London: £39,072 - £47,755 (mid-point: £43,413)

• Toronto: $74,852 - $91,486 (mid-point: $83,169)

• New York: $66,356 - $81,101 (mid-point: $73,729)

The range for your specific location will be discussed in screening conversations if your application is successful.

We offer the following benefits:

• Health, Dental, and Vision Insurance

• Life Insurance + Accidental Death & Dismemberment

• Short-Term Disability and Long-Term Disability

• Employee Assistance Program (EAP)

• Retirement Plan contributions

• 20 Paid Time Off days per year (prorated) + your birthday

• Company Holidays + Shutdown

• Wellness budget

• Professional Development budget

• Top up program for Pregnancy and Parental leaves

Benefits are subject to change at any time at the discretion of Mozilla Foundation.

Mozilla Foundation Hiring Practices:

Mozilla understands that valuing diverse creative practices and forms of knowledge are crucial to and enrich the company’s core mission. We encourage applications from everyone, including members of all equity-seeking communities, such as (but certainly not limited to) women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities and expressions.

We are an equal opportunity employer and value diversity. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation at accommodation@mozillafoundation.org.