The Black Futures Lab

Executive Assistant

• 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

Explore Executive Assistant at The Black Futures Lab. Review requirements and application details.

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Executive Assistant