Executive Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Provide administrative assistance to the Executive Director and Deputy Director.

• Oversee and synchronize executive calendars across various organizations and time zones.

• Organize meeting logistics and ensure accurate calendar management.

• Communicate with staff, partners, funders, board members, and external stakeholders regarding scheduling and meeting coordination.

• Follow up administratively on meetings, deadlines, and commitments.

• Arrange domestic executive travel, including flights, accommodations, ground transportation, and related arrangements.

• Prepare travel documentation, itineraries, venue details, transportation arrangements, and weather updates.

• Monitor travel plans and modify arrangements as needed in case of disruptions.

• Travel periodically to assist executives and support organizational activities.

• Compile meeting materials, agendas, schedules, documents, and meeting briefs.

• Record meeting notes and distribute follow-up information and action items.

• Provide administrative and logistical support for board meetings.

• Prepare, format, and proofread presentations, documents, spreadsheets, and other materials.

• Maintain organized executive files, records, meeting materials, and administrative documents.

• Manage and organize executive inboxes, flag priority messages, route requests, and track follow-up items.

• Support social media updates and collaborate with communications staff for content collection.

• Track and reconcile expenses, and prepare expense reports and reimbursement documentation.

• Manage receipts, invoices, travel documents, contacts, and executive records.

• Ensure accurate information is maintained in organizational systems and shared files.

• Assist with events, receptions, convenings, funder meetings, and other gatherings.

• Manage invitations, RSVP tracking, guest lists, schedules, materials, travel coordination, and event logistics.

• Provide support in capturing and posting approved social media content during events.

• Utilize project management and task-tracking systems to manage tasks and deadlines.

• Collaborate across departments to gather materials, schedule meetings, and fulfill administrative requests.

• Maintain systems for tracking executive commitments, documents, deadlines, and administrative information.

⛳️ Requirements

• 3–5 years of experience in providing administrative or executive-level support, ideally to senior leaders or multiple executives.

• A demonstrated alignment with the mission of Black Futures Lab / Black to the Future Action Fund and a commitment to racial and social justice.

• Preferred experience in a nonprofit, advocacy, social justice, political, philanthropic, or mission-driven organization.

• Ability to handle multiple priorities, deadlines, and requests while ensuring accuracy and follow-through; strong professional judgment and discernment.

• Significant experience in managing calendars, coordinating meetings, and arranging executive travel.

• Commitment to confidentiality and the ability to exercise discretion when dealing with sensitive information.

• Proven organizational skills with exceptional attention to detail; strong written and verbal communication capabilities.

• Excellent interpersonal skills and the ability to communicate professionally with staff, board members, partners, funders, donors, and other external stakeholders.

• Extensive experience working independently while adhering to established priorities, processes, and directions.

• Demonstrated experience in a fast-paced, remote work environment.

• Proficient in Google Workspace, Microsoft Office, Zoom, project management platforms, and other administrative tools.

• Willingness to travel periodically and provide occasional support outside of standard working hours when required.

• Capability to work on a computer, including sitting at a desk for extended periods, with or without reasonable accommodation.

• Manual dexterity to operate a keyboard.

• Ability to see or read a computer screen and printed material, with or without vision aids.

• Capable of speaking clearly and audibly on the phone and in person, ensuring understanding by others.

• Ability to hear and comprehend speech, including on the phone.

• Competent in understanding and following oral and written instructions.

• Ability to occasionally lift objects weighing up to 10 pounds.

• Resume and cover letter are required for application.

🏝️ Benefits

• Comprehensive benefits package.

• Medical insurance.

• Dental insurance.

• Vision insurance.

• Life insurance.

• Employee assistance programs.

• Additional resources to support a centered, healthy quality of life for staff and their families.

• Full-time position.