Executive Assistant

BFL/B2F

6d • $80,000 - $87,000 • Remote

About The Position

Black Futures Lab / Black to the Future Action Fund seeks a highly organized, detail-oriented Executive Assistant to support the Executive Director and Deputy Director. The role handles day-to-day administrative needs and helps ensure both executives are effectively supported. Core work includes calendar and inbox management, scheduling, travel coordination, meeting preparation, expense and records management, event support, and other administrative coordination. The position is remote and requires periodic travel for organizational meetings, events, and other in-person responsibilities, including required in-person quarterly meetings. Office hours are 10 a.m. to 6 p.m. local time, with possible adjustments to accommodate team members in other time zones. Occasional support outside standard working hours may be necessary.

The Executive Assistant coordinates calendars and meetings across organizations and time zones; arranges domestic travel and responds to itinerary changes; prepares meeting materials and briefs; takes notes and tracks follow-up; supports board meetings; manages executive inboxes and records; prepares expense reports; and provides logistical assistance for events and social media posting of approved content. The role coordinates with staff across departments and communicates with staff, board members, partners, funders, donors, and other external stakeholders.

The ideal candidate is dependable, responsive, and able to manage competing priorities with accuracy, sound judgment, discretion, and professionalism. The position requires 3–5 years of administrative or executive-level support experience. The salary range is $80,000–$87,000, commensurate with experience and responsibilities. The organizations offer comprehensive benefits, including medical, dental, vision, and life insurance, employee assistance, and other resources to support staff and their families.

Requirements

• 3–5 years of experience providing administrative or executive-level support.
• Demonstrated alignment with the organizations’ mission and commitment to racial and social justice.
• Ability to manage multiple priorities, deadlines, and requests while maintaining accuracy and follow-through.
• Strong professional judgment and discernment; commitment to confidentiality and discretion when handling sensitive information.
• Strong experience managing calendars, coordinating meetings, and arranging executive travel.
• Proven organizational skills and exceptional attention to detail.
• Strong written and verbal communication skills and excellent interpersonal skills.
• Ability to communicate professionally with staff, board members, partners, funders, donors, and other external stakeholders.
• Extensive experience working independently while following established priorities, processes, and direction.
• Demonstrated experience working in a fast-paced, remote environment.
• Proficiency with Google Workspace, Microsoft Office, Zoom, project management platforms, and other administrative tools.
• Ability to travel periodically and provide occasional support outside standard working hours when necessary.

Nice To Haves

• Experience working in a nonprofit, advocacy, social justice, political, philanthropic, or other mission-driven organization.

Responsibilities

• Manage the Executive Director’s and Deputy Director’s calendars, including scheduling and rescheduling internal and external meetings across organizations and time zones.
• Coordinate meeting logistics and maintain accurate calendar details, including locations, attendees, and relevant materials.
• Communicate with staff, partners, funders, board members, and other external stakeholders about scheduling and meeting coordination.
• Follow up on upcoming meetings, deadlines, and commitments.
• Coordinate domestic executive travel, including flights, accommodations, ground transportation, and other arrangements.
• Prepare travel documentation and itineraries with confirmations, venue information, local transportation, and weather updates.
• Monitor travel plans and adjust arrangements as needed when changes or disruptions occur.
• Travel periodically to support executives and organizational activities.
• Assemble meeting agendas, schedules, documents, and briefs; take notes and distribute follow-up information and next steps.
• Provide administrative and logistical support for board meetings.
• Prepare, format, and proofread presentations, documents, spreadsheets, and other materials.
• Maintain organized executive files, meeting materials, records, and administrative documentation.
• Manage and organize executive inboxes, flag time-sensitive messages, route requests, and track items requiring executive attention.
• Communicate professionally with internal and external stakeholders on administrative and scheduling matters.
• Post approved social media content, event photos, announcements, and other materials; coordinate with communications staff as needed.
• Track and reconcile expenses and prepare expense reports and reimbursement documentation for both executives.
• Manage receipts, invoices, travel documentation, contacts, and other executive records; organize travel documentation for expense reconciliation.
• Maintain accurate information in relevant organizational systems and shared files.
• Provide administrative and logistical support for events, receptions, convenings, funder meetings, and other gatherings.
• Support invitations, RSVP tracking, guest lists, executive schedules, materials, travel coordination, and on-site or day-of logistics.
• Assist with capturing and posting approved social media content during events and coordinate with staff responsible for event planning and execution.
• Use organizational project management and task-tracking systems to manage assigned tasks and deadlines.
• Coordinate with staff across departments to gather materials, schedule meetings, and complete administrative requests.
• Maintain systems for tracking executive commitments, documents, deadlines, and other administrative information.

Benefits

• Comprehensive benefits package, including medical, dental, vision, and life insurance, employee assistance, and other resources to support staff and their families.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed