Executive Assistant

🔥 16 hours ago

🇺🇸 United States – Remote

💵 $80k - $87k / year

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 0%

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The Black Futures Lab

WebsiteLinkedInAll Job Openings

11 - 50 employees

Founded 2019

💼 Consulting

⚖️ Legal

📣 Marketing

Consulting • Legal • Marketing

The Black Futures Lab is an organization dedicated to transforming Black communities into powerful constituencies that influence power dynamics locally, statewide, and nationally. Through initiatives such as the Black Census Project, the largest survey of Black people in America, and the Black to the Future Public Policy Institute, a policy advocacy and leadership training fellowship, the lab provides the tools necessary to engage and activate Black communities. The organization focuses on experimentation and innovation in political power to create a government and policies that truly represent and improve the lives of Black people.

📋 Description

• Provide administrative support to the Executive Director and Deputy Director • Manage and coordinate executive calendars across multiple organizations and time zones • Coordinate meeting logistics and maintain accurate calendar information • Communicate with staff, partners, funders, board members, and external stakeholders on scheduling and meeting coordination • Provide administrative follow-up on meetings, deadlines, and commitments • Coordinate domestic executive travel, including flights, accommodations, ground transportation, and related arrangements • Prepare travel documentation, itineraries, venue information, transportation details, and weather updates • Monitor travel plans and adjust arrangements when disruptions occur • Travel periodically to support executives and organizational activities • Assemble meeting materials, agendas, schedules, documents, and meeting briefs • Take meeting 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, records, meeting materials, and administrative documentation • Manage and organize executive inboxes, flag priority messages, route requests, and track follow-up items • Support social media posting and coordinate with communications staff on content collection • Track and reconcile expenses and prepare expense reports and reimbursement documentation • Manage receipts, invoices, travel documentation, contacts, and executive records • Maintain accurate information in organizational systems and shared files • Support events, receptions, convenings, funder meetings, and other gatherings • Manage invitations, RSVP tracking, guest lists, schedules, materials, travel coordination, and event logistics • Assist with capturing and posting approved social media content during events • Use project management and task-tracking systems to manage tasks and deadlines • Coordinate across departments to gather materials, schedule meetings, and complete administrative requests • Maintain systems for tracking executive commitments, documents, deadlines, and administrative information

🎯 Requirements

• 3–5 years of experience providing administrative or executive level support, preferably supporting senior leaders or multiple executives • Demonstrated alignment with Black Futures Lab / Black to the Future Action Fund's mission and a commitment to racial and social justice • Experience working in a nonprofit, advocacy, social justice, political, philanthropic, or mission-driven organization is preferred • Ability to manage multiple priorities, deadlines, and requests while maintaining accuracy and follow-through; strong professional judgment and discernment • Strong experience managing calendars, coordinating meetings, and arranging executive travel • Commitment to confidentiality; ability to exercise discretion when handling sensitive information • Proven organizational skills and exceptional attention to detail; strong written and verbal communication skills • Excellent interpersonal skills and 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 of standard working hours when necessary • Able to work on a computer, including sitting at a desk for extended periods of time, with or without reasonable accommodation • Manual dexterity to operate a keyboard • Able to see or read a computer screen and printed material, with or without vision aids • Able to speak clearly and in audible tones on the phone and in person and be understood by others • Able to hear and understand speech, including on the phone • Able to understand and follow oral and written instructions • Able to occasionally lift objects weighing up to 10 pounds • Resume and cover letter required to apply

🏖️ Benefits

• Comprehensive benefits package • Medical insurance • Dental insurance • Vision insurance • Life insurance • Employee assistance • Other resources to support a centered, healthy quality of life for staff and their families • Full-time position

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