Black Futures Lab (BFL) is a 501(c)(3) organization dedicated to empowering Black communities by building independent political power at municipal, state, and federal levels. Recognizing the complex challenges faced by Black communities, BFL employs innovative strategies that combine imagination, experimentation, and political engagement to create meaningful alternatives and solutions. The organization is committed to transforming Black communities into influential constituencies that drive systemic change. This position is shared with Black to the Future Action Fund, a separate 501(c)(4) sister entity that complements BFL’s mission through advocacy and action.
About The Role
Black Futures Lab / Black to the Future Action Fund is seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive administrative support to the Executive Director and Deputy Director. This role is critical in ensuring the smooth operation of the executives’ daily activities by managing calendars, coordinating travel, preparing meetings, handling communications, managing expenses, and maintaining records. The ideal candidate will be dependable, responsive, and capable of managing multiple priorities concurrently while exercising sound professional judgment and discretion. This is a remote position with periodic travel required to support organizational meetings, events, and other in-person responsibilities.
Qualifications
- 3-5 years of experience providing administrative or executive-level support, preferably to senior leaders or multiple executives
- Demonstrated alignment with the mission of Black Futures Lab / Black to the Future Action Fund and a commitment to racial and social justice
- Experience working in nonprofit, advocacy, social justice, political, philanthropic, or mission-driven organizations is preferred
- Strong ability to manage multiple priorities, deadlines, and requests with accuracy and follow-through
- Exceptional professional judgment, discretion, and confidentiality in handling sensitive information
- Proven expertise in calendar management, meeting coordination, and executive travel arrangements
- Excellent organizational skills and meticulous attention to detail
- Strong written and verbal communication skills
- Excellent interpersonal skills and ability to communicate professionally with diverse internal and external stakeholders
- Experience working independently in a fast-paced, remote environment
- Proficiency with Google Workspace, Microsoft Office, Zoom, project management platforms, and other administrative tools
- Willingness and ability to travel periodically and provide support outside standard working hours as needed
- Manage complex calendars for the Executive Director and Deputy Director, scheduling and rescheduling meetings across multiple organizations and time zones
- Coordinate meeting logistics, maintain detailed calendar information, and communicate scheduling details with staff, partners, funders, and board members
- Provide administrative follow-up related to meetings, deadlines, and commitments
- Arrange domestic travel including flights, accommodations, ground transportation, and prepare detailed itineraries and travel documentation
- Monitor travel plans and adjust as needed due to changes or disruptions
- Support executives by traveling periodically for organizational activities and events
- Prepare meeting materials such as agendas, schedules, documents, and briefs; take meeting notes and distribute follow-up information
- Provide administrative and logistical support for board meetings and other key gatherings
- Assist with preparation, formatting, and proofreading of presentations, documents, and spreadsheets
- Maintain organized executive files, records, and administrative documentation
- Manage executive inboxes by prioritizing messages, routing requests, and tracking items requiring attention
- Support social media needs by posting approved content and coordinating with communications staff
- Track and reconcile expenses, prepare reports, and manage receipts, invoices, and travel documentation
- Provide event support including invitations, RSVP tracking, guest lists, executive schedules, materials, travel coordination, and day-of logistics
- Use project management and task-tracking systems to manage assignments and deadlines
- Coordinate with staff across departments to gather materials and fulfill administrative requests
- Maintain organized systems for tracking executive commitments, documents, and deadlines
- Competitive salary range of $80,000 - $87,000 commensurate with experience and responsibilities
- Comprehensive benefits package including medical, dental, vision, and life insurance
- Employee assistance programs and resources to support staff well-being and quality of life
- Full-time position with opportunities to contribute to impactful social justice work
- Remote work flexibility with required in-person quarterly meetings
Black Futures Lab and Black to the Future Action Fund are equal opportunity, affirmative action employers. We strongly encourage applications from individuals who are queer, trans, non-binary, Black, Indigenous, people of color, disabled, parents, system-impacted, immigrants, and anyone who has experienced systemic oppression and/or gender-based violence. In compliance with the San Francisco Fair Chance Ordinance, we consider qualified applicants with arrest and conviction records for employment. We are committed to fostering an inclusive and diverse workplace where all staff are valued and supported.