fbpx

we're hiring

EXECUTIVE MANAGER TO THE PRINCIPAL

Organizational Description: 

The Black Futures Lab transforms Black communities into constituencies that wield independent, political power at the municipal, state, and federal level. The problems Black communities face are complex; the solutions to those problems require imagination, experimentation, and political power.  The Black Futures Lab combines strategies that help us imagine the alternatives we deserve, while building political power at the local, state and national level to implement those alternatives.

Position Overview:

Black Futures Lab seeks an experienced, reliable and task-oriented Executive Manager to the Principal to provide expert administrative support directly to a high profile leader.  The Executive Manager to the Principal will serve as the primary point of contact in her various commitments and responsibilities.  This includes but is not limited to, her senior leadership roles at dual organizations, board memberships and individual speaking/public facing events. Specifically, the Executive Manager to the Principal will cohesively oversee internal and external constituencies on all matters relating to the Principal; serve as a liaison to the staff, Board of Directors and Advisory Board; organize and coordinate executive communication and external relations; and may be assigned to oversee special projects.

The ideal candidate is self-motivated, organized, flexible and solutions-oriented.  Additionally, this role requires the capacity to apply the applicant’s understanding of the work we do to all responsibilities and critical tasks, for the purpose of being able to prioritize amongst those responsibilities.  The Executive Manager to the Principal must thrive in a small, entrepreneurial, mission-driven and community-oriented environment and must demonstrate integrity and trustworthiness in handling sensitive information and communications with discretion, poise, and tact. Black Futures Lab is open to candidates outside of Oakland, but candidates must have a demonstrated comfort with working remotely and ability to keep pace with the Principal’s schedule and needs with consistent timeliness and efficiency. The Executive Manager to the Principal must be able to travel up to 40% of the time with the Principal.

Key Responsibilities:  

The Executive Manager to the Principal effectively provides executive support to the Principal including, but not limited to: completing administrative tasks; establishing and maintaining relationships with key contacts; as well as managing and coordinating the daily activities of the Principal to ensure maximum success. A summary of key areas of responsibility is as follows:

SCHEDULING AND CALENDARING – 50%

  • Uses strategy and efficiency to plan, coordinate and manage the Principal’s complex schedule of travel, meetings and day to day activities
  • Prepares or assembles necessary documents for meetings and coordinates with staff and partners to ensure relevant follow up actions are taken
  • Diplomatically serves as a “gatekeeper” for and “gateway” to the Principal, following-up on contacts made by the Principal to support the cultivation of ongoing relationships, and communicating on behalf of the Principal to support and engage the Board of Directors, Advisory Board and other constituents
  • Dutifully travels, as needed, with the Principal to provide support and coordinates logistics for the Principal’s public appearances
  • Accurately makes all travel arrangements, including flight, ground transportation and lodging for the Principal as well as manages expense reports, reimbursements, and timesheets
  • Consistently ensures the Principal is well informed and equipped daily for success in meetings, engagements, commitments and responsibilities, with great attention to detail

ADMINISTRATIVE SUPPORT/OFFICE MANAGEMENT – 35%

  • Attentively supports internal staff meetings by overseeing logistics, briefing all parties regarding relevant content and issues, prepping materials and composing and distributing notes
  • Adeptly creates and/or edits key written communications to external stakeholders, including acknowledgement letters from the Principal to donors
  • Carefully manages and organizes the Principal’s email accounts and other records/files including reviewing all email and written requests and responding/forwarding/flagging for action accordingly
  • Meticulously updates and maintains all of the Principal’s contacts with current information
  • Proactively anticipates and delivers upon the Principal’s needs while developing an exceptional leadership support performance standard
  • Diligently researches, prioritizes, and follows up on issues and concerns addressed to or by the Principal, including those of a sensitive or confidential nature, determining the appropriate course of action, referral, or response and executing accordingly
  • Consciously provides a bridge for smooth communication, demonstrating leadership to maintain credibility, trust and support internally and externally
  • Successfully completes deliverables with a hands-on approach including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Principal’s ability to lead and respond to communications and demands effectively
  • Masterfully develops and leads project management systems to cohesively advance the work of the Principal to ensure projects remain on-track
  • Artfully prioritize conflicting needs and handles matters proactively and thoughtfully offering recommendations to the Principal, closing gaps and tying up loose ends

SPECIAL PROJECTS – 15%

  • Skillfully manages special projects for the Principal, some of which may have organizational impact
  • Expeditiously follows-through on projects to successful completion, often with deadline pressures
  • Actively maintains an understanding of the current social/political environment, including the mission and vision of the Black Futures Lab and corresponding projects

Key Qualifications: 

  • A minimum of five years of experience with a demonstrated track record of successfully supporting and scheduling Executives that are in high-demand, preferably in a non-profit setting
  • A Bachelor’s degree is preferred: Experience in excess of the 5-year minimum requirement may be substituted for a degree
  • Demonstrated experience working remotely
  • Commitment to BFL’s mission, vision and values
  • Excellent administrative, analytical and organizational skills with the ability to balance multiple priorities across multiple commitments while performing several tasks seamlessly, on-time and with excellent attention to detail
  • Ability to manage a high-volume of daily correspondence and requests across multiple accounts/sources while keeping the Principal up-to-date in concise, meaningful ways
  • Enjoys and takes pride in all assignments and tasks, whether administrative or strategic, and works to consistently achieve high performance goals and uphold a standard of excellence
  • Foresight and intuitiveness to anticipate needs and propose creative solutions for any issues
  • Very strong interpersonal skills and the ability to build relationships with staff, board members, partners, donors, the media, and community members
  • Highly resourceful team-player who can work well and collaboratively with others
  • Expert written and verbal communication skills
  • High emotional intelligence to understand and manage your emotions and the emotions of others to maintain a connected, empathetic and professional work environment
  • Experience working with LGBTQOC communities
  • Ability to work independently on projects, from inception to completion, and work under pressure to meet multiple and competing deadlines
  • Strong decision-making including the ability to exercise good judgment, aligned with Black Futures Lab’s culture and values, in a variety of situations
  • Tact to handle confidential/sensitive information and communications with care and discretion
  • Forward thinking, actively seeks opportunities and proposes solutions
  • Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), G-Suite (Gmail, Google Docs, Drive, and Calendar), Zoom, Asana, Mailchimp, Adobe Acrobat, and social media platforms
  • Available during traditional work hours (9 am – 5 pm), across multiple time zones
  • Strong ability to understand and prioritize requests for the Principal’s time and presence to ensure important requests are being addressed quickly
  • Commitment to respond to all requests on behalf of the Principal within 48 hours and deliver on key tasks in an efficient and timely manner
  • Ability to work long hours, nights, and weekends, when needed, and availability via text and phone to problem solve urgent concerns, as they arise
  • Availability to travel up to 40% of the time

Compensation and Benefits:  

The salary range for this position is $75,000 – $80,000, commensurate with experience. Black Futures Lab offers comprehensive benefits 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.

How to Apply 

To apply, email a cover letter, resume, and list of three references in PDF format (one combined file preferred) to BFL@walkeraac.com

Questions? Contact Jeannine Walker of Walker and Associates Consulting at jwalker (at) walkeraac (dot) com.

Stay Informed

Join our mailing list to receive the latest news and updates from our team.

You have Successfully Subscribed!