- 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
- 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
Compensation : We anticipate the consultant will spend up to 15 hours per week supporting the executive director
