Executive Assistant

Full-time

Who We Are

PushBlack, the nation’s largest nonprofit media platform for Black people, builds deep, daily relationships with Black Americans through their mobile phones in order to transform Black civic engagement. 

PushBlack attracts and engages subscribers through our innovative daily Black history and news service, which is based on Facebook Messenger. With this relationship, PushBlack encourages 4.6M Messenger subscribers (and 8M monthly active users) to raise their voices and take action on critical issues, register to vote, and to cast their votes on Election Day.

Take a look at the PushBlack Manifesto to learn more about what we’re doing.

What We're Looking For

A meticulous, highly organized professional to manage communications with external stakeholders and to take ownership over executive administrative duties. In working directly with our CEO and other members of our leadership team, we need someone that thrives when high expectations are set and performs best in a fast-paced, startup environment.  

What You’d Be Doing

Executive Administrative Support (40%)

  • Managing CEO’s calendar by coordinating all meetings based on availability and weekly/monthly priorities.
  • Preparing CEO for meetings by drafting agendas and any other materials (e.g., docs, decks, research, etc.) needed.
  • Managing all travel arrangements for leadership team (4 executives) as well as any expense tracking/accounting required.
  • Supporting the Chief of Staff with company retreat planning and logistics.
  • Conducting ad-hoc media research projects by compiling necessary data and managing any communications involved. 

Donor Management (35%)

  • Conducting due diligence prior to meetings with prospective and active donors. 
  • Managing communications with prospective and active donors, including drafting follow-up emails and timely reminders. 
  • Drafting donor reports that include important updates on PushBlack’s work.
  • Tracking the deadline, status, and required deliverables for grants and contracts.

Stakeholder Communications (25%)

  • Managing communications with nonprofit partners; utilizing our internal systems (e.g., Trello, Slack) to deliver relevant assignments to content team.
  • Serving as community manager for our private Facebook group, including oversight of our volunteer moderators. 
  • Professionally fielding any virtual calls received, often from subscribers who have also become monthly donors.
  • Developing monthly summaries of trends identified on all emails received by external parties.

Organizational Operations (not on Day 1, but added to responsibilities after several months) 

  • Supporting the contracting process for consultants and vendors.
  • Managing the logistics for on-boarding new staff and contractors.
  • Supporting various financial duties including A/R, A/P, bookkeeping, staff expense reimbursements, communications with external accounting firm.

A week in the life of our next Executive Assistant 

On Monday, you’re taking a look at the CEO’s calendar for the week and begin drafting agendas for each meeting. There are two donor reports due on Friday, so you’re prepared to send the drafts by mid-day Wednesday for CEO’s review. Also, the Facebook group was pretty active over the weekend, so you’re responding to comments, accepting/denying members,  and checking in with the volunteer moderators.

On Tuesday & Wednesday, during your check-in with the CEO, you’re providing updates, confirming priorities, and receiving new tasks to complete. There are several trips planned for next quarter, so you’ve looked into the travel logistics and sent over some options for approval.  A few meeting requests come in that are lower priority, so you set them for next week. 

On Thursday, you’re making necessary revisions to the donor reports and preparing to send ahead of the deadline. You’re also sending out a dozen follow-up emails to internal and external folks. An important meeting had to be rescheduled, so you’re moving things around on the calendar to make it happen as soon as possible.  

On Friday, you spent the morning handling a time-sensitive request and reprioritizing your workload for the day. You successfully finished due diligence on prospective donors, booked all travel arrangements for the leadership team, and took a few calls from subscribers before looking ahead to what’s on your plate for the next week.

Got Skills?
  • Excellent time management and prioritization 
  • Strong coordination/planning
  • Strong written and verbal communication 
  • High attention to detail 
  • Good decision-making and problem solving
  • Flexibility and adaptability
  • Proficient in Google Suite tools -  GMail, Calendar, Docs, Slides, etc.
This Would Put You Over The Top
  • Full-time remote work experience
  • Previous executive level administrative support
  • Industry experience in media, tech, and/or a startup
Where You’ll Work

The couch, a coffee shop, the local coworking space--either way, our team is 100% remote.

How To Apply

Please complete this application to apply for the role. 

PushBlack is housed at Accelerate Change, a project of New Futures Fund, Inc., which is an equal opportunity employer. We believe that people of color, people from working class backgrounds, women, and LGBTQIA+ people must be centered in the work we do. Hence, we strongly encourage applications from people with these identities or who are members of other marginalized communities.