Executive Coordinator

Number of Positions: 2

Type of Position: Regular, Part-time, up to 25 hours per week

Reports to: National Co-Director

Reports: None

Location: Remote, quarterly travel required

About BYP100

Founded in 2013, BYP100 (Black Youth Project 100) is a member-based organization of Black youth activists creating justice and freedom for all Black people. We are building a network focused on transformative leadership development, direct action organizing, advocacy, and education.

Our work is generally centered on ending systems of anti-Blackness and emphasizing the urgency of protecting folks living on the margins of society. As of 2022, BYP100 is a unionized workplace with BYP100 Workers United.

About the Executive Coordinator

BYP100 is looking for Executive Coordinators to provide support to its National Co-Directors. Primary responsibilities include calendar management, meeting preparation, making travel arrangements, and preparing expense reports. To be successful in this role, you should be well-organized, have excellent time management skills, possess sound judgment, and work with absolute discretion.

Ultimately, you will contribute to the efficiency of BYP100 by providing personalized and timely support for our National Co-Directors.

Primary Responsibilities

Provide strategic calendar management, planning, and travel (40%)

• Prioritize conflicting needs; handle matters expeditiously and proactively, and follow-through on projects to successful completion, often with deadline pressures
• Receive and vet requests for meetings, compile the requests for review and decision-making, and follow up reliably and promptly with care and detail
• Anticipate and forecast potential scheduling needs, including calendaring time to ensure the national co-director’s schedule is strategically aligned with the short-, medium- and long-term priorities of the organization
• Coordinate and book travel

Support effective meeting logistics (30%)

• Ensure smooth logistical coordination for meetings by reserving and setting up virtual or physical meeting space; sending invitations, agendas and materials; and compiling advanced background material
• Take accurate meeting notes and minutes and share, as needed
• Order food and supplies for meetings, as needed, and coordinate delivery with the venue contacts and/or meeting contacts

Complete administrative tasks and projects (20%)

• Track and reconcile all expenses on behalf of the Co-Director
• Attend meetings to record minutes, document follow up items, and circulate meeting summaries to appropriate parties, as needed
• Assist with the design and preparation of documents, reports, and presentations, as needed
• Follow up on contacts made by the Co-Director and supports the cultivation of ongoing relationships
• Update and maintain current information for all contacts
• Collaborate with other staff members to produce and/or collect accurate data for reports and other actionable items
• Manage and update shared files with briefings, travel, meeting schedule, etc.

Build relationships and ensure thoughtful, effective communication (10%)

• Build relationships with staff, chapter, and board members; external partners; and donors to support effective coordination and access
• Maintain open communication with the BYP100 team, providing a bridge to foresee, identify, or address any issues that should be raised for consideration by the Co-Director
• Communicate thoughtfully and respectfully to internal and external audiences, holding care and confidentiality, exercising judgment, and maintaining credibility and trust

Minimum Requirements

• Commitment to working from a Black Queer Feminist lens
• Energy and excitement to work with a growing organization led by young Black people.
• Able to work a flexible schedule with evening and some weekend availability
• Ability to prioritize competing projects and multi-task across a broad spectrum of collaborators, based in various geographic locations
• Able to work independently with a proactive approach
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• A minimum of 3 years of experience supporting senior executive(s) – nonprofit/ social justice organization, community outreach or organizing experience is preferred
• Commitment to confidentiality and ability to exercise absolute discretion, given access to and involvement with discussions and communications regarding BYP100’s financial, strategic, and personnel information.
• Advanced proficiency in G-Suite (Gmail, Google Docs, Drive, and Calendar), Zoom, Basecamp, Canva, and Adobe Acrobat