Executive Support Specialist

The Black Emotional and Mental Health Collective (BEAM) is a 501(c)(3) non-profit organization whose vision is “a world where there are no barriers to black healing.” To achieve this vision, BEAM trains and partners with individuals, organizations and grassroots movements to implement healing justice and social justice informed mental health strategies into their communities. 

*We will not respond to messages received regarding this posting via social media or any other email address. We will not review applications submitted in any other fashion than via Jazz HR. 

Executive Support Specialist Scope of Work

Position: Executive Support Specialist

Type: Contractor

Location: This is a virtual consulting engagement that can be performed remotely within the U.S. We are prioritizing consultants located within the Pacific time zone.

About BEAM

BEAM (The Black Emotional and Mental Health Collective) is a 501(c)(3) nonprofit organization dedicated to dismantling barriers to Black healing. We center mental health education, training, advocacy, and the creation of supportive spaces that empower Black communities to access mental health resources. BEAM fosters a culture of healing, liberation, and well-being through transformative practices and resources, with a mission to advance mental health and emotional wellness in Black communities.

Summary

BEAM is seeking an experienced and values-aligned Executive Administration Consultant to provide high-level administrative, scheduling, and logistical support to the Executive Director. This engagement is ideal for a consultant or firm that already provides virtual executive assistance or administrative operations services and is equipped to manage calendars, travel logistics, and expense tracking with efficiency, professionalism, and care.

Working as an independent contractor, the consultant will collaborate closely with the Executive Director to coordinate meetings, manage correspondence, organize documentation, and maintain administrative systems that reflect BEAM’s commitment to healing justice, accessibility, and sustainability.

Scope of Work

Administrative & Scheduling Support

• Coordinate and maintain the Executive Director’s calendar, including internal and external meetings, with attention to balance and pacing.
   
• Ensure the Executive Director has adequate preparation and transition time between commitments.
   
• Track key deadlines and commitments across projects and provide proactive reminders and updates.
   

Communications & Correspondence

• Support the Executive Director in managing communications and inquiries, including the BEAM general inbox, by filtering and routing messages appropriately.
   
• Coordinate speaking engagement logistics, including scheduling, intake, and correspondence with event organizers.
   
• Draft, edit, or format written correspondence, forms, and follow-up communications as requested.
   

Travel & Event Logistics

• Coordinate travel arrangements for the Executive Director, including flight, lodging, and transportation.
   
• Develop detailed itineraries and ensure alignment between travel and scheduled events.
   
• Maintain accurate records of travel receipts, invoices, and reimbursements.
   

Expense & Receipt Management

• Collect, organize, and submit expense documentation and receipts to BEAM’s Director of Finance on a monthly basis.
   
• Maintain organized financial documentation systems, ensuring timely and accurate submission for reconciliation.
   
• Support adherence to BEAM’s financial policies and administrative procedures.
   

Documentation & Coordination

• Attend designated meetings (virtually) to capture key notes, action items, and follow-up assignments.
   
• Maintain organized documentation systems in Notion and/or Google Workspace, ensuring ease of access for the Executive Director and operations team.
   
• Support administrative coordination with BEAM’s HR, finance, and operations consultants as needed.
   
• Provide calendar coordination support for cross-team meetings and priorities.
   

Consultant Qualifications & Expertise

• Operates an established virtual assistant, executive support, or administrative consulting business that provides services similar to the scope described above.
   
• Minimum 4 years of experience supporting executive leadership or managing complex administrative systems in mission-driven or nonprofit settings.
   
• Demonstrated expertise in calendar and inbox management, travel logistics, and expense tracking.
   
• Proficiency in Google Workspace, Microsoft Office Suite, and Notion (familiarity with Asana, Slack, or Airtable a plus).
   
• Excellent written and verbal communication skills and ability to manage sensitive information with confidentiality and discretion.
   
• Strong organizational, problem-solving, and time management skills with proven reliability.
   
• Demonstrated alignment with BEAM’s mission and values, including commitment to equity, healing justice, and collective care.
   

Travel: We anticipate the work can be completed virtually, although there may be opportunities for occasional travel.

Compensation: We anticipate the consultant will spend up to 15 hours per week supporting the executive director. The hourly rate is negotiable but anticipated to be $75 per hour. 

BEAM is a 501(c)(3) non-profit organization, and an equal opportunity/affirmative action employer who encourages employment of women, people of color, persons with disabilities, and transgender, bisexual, lesbian and gay individuals.