[Hiring] Executive Assistant @BFL/B2F

Role Description

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
• Other administrative support

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.

Qualifications

• 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.

Benefits

• Pay for this position is commensurate with experience and responsibilities.
• The salary range for this position is $80,000 - $87,000.
• Comprehensive benefits packages including but not limited to 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.

TO APPLY

To apply, please submit a resume and cover letter. Applications received via email or outside of the designated process will not be considered. Open until filled.

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.