Executive Assistant

BFL/B2F; Oregon; Hybrid; USD 80,000 - 87,000; Full time

Benefits offered by this job

$80,000 - $87,000 per year

Medical, dental, vision, life 보험

Remote work

Job summary

Black Futures Lab / Black to the Future Action Fund is seeking an organized Executive Assistant to support the Executive Director and Deputy Director. This remote role requires calendar management, travel coordination, meeting preparation, inbox management, and expense tracking.

Candidates should be highly organized, discreet, and able to manage multiple priorities across time zones. The position supports board meetings, events, and coordination with funders and external stakeholders.

Qualifications

• 3–5 years of experience providing administrative or executive-level support.
• Experience supporting senior leaders or multiple executives is preferred.
• Experience in nonprofit, advocacy, social justice, political, philanthropic, or mission-driven organizations is a plus.
• Strong calendar management, meeting coordination, and executive travel experience.
• Ability to handle confidential information with discretion.
• Excellent written and verbal communication skills.

Responsibilities

• Manage calendars for the Executive Director and Deputy Director across time zones.
• Coordinate domestic travel, accommodations, and itineraries.
• Prepare meeting materials, take notes, and distribute summaries and next steps.
• Manage executive inboxes and route requests; support social media coordination as needed.
• Track expenses and maintain executive records; prepare reports and reimbursements.
• Provide event support for board meetings, funder meetings, and gatherings.
• Coordinate with staff to gather materials and track deadlines using organizational systems.

Skills

Calendar management

Executive support

Communication

Discretion

Multitasking

Remote collaboration

Tools

Google Workspace

Microsoft Office

Zoom

Project management tools

Job description

BLACK FUTURES LAB / BLACK TO THE FUTURE ACTION FUND

Black Futures Lab (BFL) is a 501(c)(3) that works to make Black communities powerful in politics. BFL transforms Black communities into constituencies that wield independent political power at the municipal, state, and federal levels. The problems our communities face are complex; the solutions to those problems require imagination, experimentation, and political power. We advance strategies that help us imagine the alternatives we deserve while building political power at the local, state, and national levels to implement those alternatives.

This position is shared with our sister entity, Black to the Future Action Fund, a separate 501(c)(4).

Summary

Black Futures Lab / Black to the Future Action Fund is seeking a highly organized, detail-oriented Executive Assistant to provide administrative support to the Executive Director and Deputy Director. The Executive Assistant plays a critical role in ensuring both executives are well-supported, and day-to-day administrative needs are handled efficiently and accurately. Primary responsibilities include calendar management, scheduling, travel coordination, meeting preparation, inbox management, expense management, records management, and other administrative support. The ideal candidate is dependable, highly organized, responsive, and able to manage multiple priorities concurrently. This person should exercise strong professional judgment, discernment, discretion, and communicate effectively with internal and external stakeholders. This is a remote position. Travel is required for organizational meetings, events, and other in-person responsibilities.

RESPONSIBILITIES

• Executive Scheduling and Calendar Management

  Manage calendars for the Executive Director and Deputy Director, including scheduling and rescheduling internal and external meetings across multiple organizations and time zones. Coordinate meeting logistics and maintain accurate calendar information, including locations, meeting details, attendee information, and relevant materials. Communicate with staff, partners, funders, board members, and other external stakeholders regarding scheduling and meeting coordination. Provide administrative follow-up related to upcoming meetings, deadlines, and commitments.

• Travel and Logistics

  Coordinate domestic travel for the Executive Director and Deputy Director, including flights, accommodations, ground transportation, and other travel arrangements. Prepare travel-related documentation, including itineraries, confirmation details, venue information, local transportation, and weather updates for travel and speaking engagements. Monitor travel plans and make necessary adjustments when changes or disruptions occur. Travel periodically to support executives and organizational activities.

• Meeting and Administrative Support

  Assemble meeting materials, including agendas, schedules, relevant documents, and prepare meeting briefs. Take meeting notes and distribute follow-up information and next steps. Provide administrative and logistical support for board meetings. Support the preparation, formatting, and proofreading of presentations, documents, spreadsheets, and other materials. Maintain organized executive files, meeting materials, records, and administrative documentation.

• Inbox and Communications Support

  Manage and organize executive inboxes, flag priority or time-sensitive messages, route requests, and track items requiring executive attention. Communicate professionally with internal and external stakeholders regarding administrative and scheduling matters. Support social media needs; post approved content, event photos, announcements, and other materials. Coordinate with communications staff as needed to support social media posting and content collection.

• Expense and Records Management

  Track and reconcile expenses, prepare expense reports and reimbursement documentation for the Executive Director and Deputy Director. Manage receipts, invoices, travel documentation, contacts, and other executive records. Maintain accurate information across relevant organizational systems and shared files. Organize travel receipts and documentation for expense reconciliation.

• Event Support

  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. Coordinate with staff responsible for event planning and execution.

• Administrative Coordination

  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 organized systems for tracking executive commitments, documents, deadlines, and other 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 the 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.

PHYSICAL DEMANDS

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.

WORK ENVIRONMENT

This is a remote position. Office hours are 10 am - 6 pm local time. Work hours may be adjusted to accommodate team members in other time zones. In-person quarterly meetings are required.

Benefits

• $80,000 - $87,000
• Medical, dental, vision, life insurance, employee assistance, and other resources to support a centered, healthy quality of life for staff and their families.
• This position is full-time.

Black Futures Lab and Black to the Future Action fund is an equal opportunity, affirmative action employer. Folks who are queer, trans, non-binary, Black, Indigenous, people of color, disabled, parents, are/have been system-impacted, are immigrants, and anyone who has experienced systemic oppression and/or gender-based violence are encouraged to apply. Pursuant to the San Francisco Fair Chance Ordinance, we will consider qualified applicants with arrest and conviction records for employment.