Executive Assistant

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).

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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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…