Volunteer Senior Executive Assistant

VOLUNTEER OPPORTUNITY
SENIOR EXECUTIVE ASSISTANT
Black Mental Health Matters Inc. (BMHM)
Organized. Discreet. Mission-driven.
POSITION OVERVIEW
Position: Senior Executive Assistant
Organization: Black Mental Health Matters Inc.
Location: Remote – United States
Time Commitment: 10–15 hours per week
Term: Minimum 6 months, with possibility of extension
Reports To: Founder & Executive Director
Employment Type: Unpaid Volunteer Position
ABOUT BLACK MENTAL HEALTH MATTERS INC.
Black Mental Health Matters Inc. (BMHM) is an international mental health advocacy organization dedicated to destigmatizing mental health and creating safe spaces for Black communities worldwide to share their stories, access knowledge, and begin their healing journeys.
Our work includes The BMHM Show, mental health journalism initiatives, research, advocacy, and the development of human-centered AI solutions to support mental health.
POSITION SUMMARY
Black Mental Health Matters Inc. is seeking a highly organized, proactive, and discreet Senior Executive Assistant to provide strategic administrative and operational support to the Founder & Executive Director.
The successful candidate will serve as a key liaison between the Founder, internal volunteer teams, external partners, funders, researchers, and other stakeholders.
This role requires exceptional organizational, communication, and interpersonal skills, alongside the ability to manage competing priorities, coordinate projects across multiple time zones, and handle confidential information with professionalism.
The Senior Executive Assistant will play an important role in strengthening executive operations, improving organizational efficiency, and supporting the successful implementation of BMHM's programs and initiatives.
KEY RESPONSIBILITIES
1. Executive and Administrative Support
Manage and coordinate the Founder’s calendar, appointments, and meetings across multiple time zones.
Monitor and organize incoming communications, draft responses, and identify priority matters requiring attention.
Prepare meeting agendas, briefing documents, presentations, and background research.
Attend meetings, take minutes, document decisions, and follow up on assigned action items.
Maintain an organized system for tracking executive priorities, commitments, and deadlines.
Anticipate administrative needs and proactively recommend improvements to executive workflows.
2. Communications and Stakeholder Relations
Serve as a primary point of contact for partners, funders, researchers, guests, and organizational stakeholders.
Draft professional correspondence, invitations, outreach messages, reports, and proposals.
Coordinate communication and follow-up with internal and external stakeholders.
Maintain and update organizational contact databases and relationship records.
Ensure timely, professional, and consistent communication on behalf of the Founder.
Support the development and maintenance of strategic partnerships.
3. Project Coordination and Organizational Operations
Monitor organizational priorities, deliverables, and deadlines across BMHM programs and initiatives.
Coordinate regular check-ins with volunteer team leaders and follow up on progress.
Support the planning, coordination, and implementation of organizational projects.
Organize shared drives, documents, administrative records, and standard operating procedures.
Assist with volunteer onboarding, documentation, and records management.
Identify operational gaps and recommend practical solutions to improve organizational efficiency.
4. Programs, Events, and Organizational Support
Support administrative and logistical coordination for The BMHM Show and special programming initiatives.
Assist in preparing grant applications, organizational reports, presentations, and funding documents.
Support board communications, stakeholder meetings, and organizational events.
Coordinate schedules, meeting arrangements, and follow-up activities for special projects.
Maintain accurate records of organizational activities and commitments.
5. Confidentiality and Professional Conduct
Handle sensitive organizational, executive, and stakeholder information with the highest level of discretion.
Maintain professional boundaries and exercise sound judgment when managing confidential communications.
Represent BMHM professionally in all interactions.
Uphold the organization's mission, values, and commitment to mental health equity.
REQUIRED QUALIFICATIONS AND EXPERIENCE
Minimum of 3 years of professional experience as an Executive Assistant, Senior Administrative Assistant, Chief of Staff, or in a comparable executive support position.
Excellent written and verbal English communication skills.
Exceptional organizational, planning, and time-management abilities.
Demonstrated ability to manage multiple priorities and meet deadlines independently.
Strong interpersonal skills and experience communicating with senior executives and diverse stakeholders.
Proven ability to handle confidential information with discretion and integrity.
Proficiency in Google Workspace or Microsoft 365.
Familiarity with virtual meeting and communication platforms.
Ability to work independently in a remote, multicultural environment.
Reliable internet access and availability for 10–15 hours per week.
PREFERRED QUALIFICATIONS
Experience working with nonprofit organizations, mental health initiatives, public health programs, or media organizations.
Familiarity with project management platforms such as Asana, Trello, Notion, or Airtable.
Experience supporting grant development, fundraising, events, or livestream production.
Experience coordinating international teams across different time zones.
Passion for mental health advocacy, health equity, and advancing the well-being of Black communities.
Additional language proficiency in French, Kiswahili, Portuguese, or Spanish.
WHAT YOU WILL GAIN
Direct experience supporting senior organizational leadership.
Exposure to executive decision-making and nonprofit management.
Opportunities to engage with a global network of clinicians, researchers, advocates, and organizational leaders.
Experience in nonprofit operations, media production, mental health advocacy, and research initiatives.
Opportunities to develop executive administration, project management, and stakeholder engagement skills.
A reference letter and verification of volunteer hours upon completion of at least three months of service, subject to satisfactory performance.
TIME COMMITMENT AND DURATION
This is an unpaid volunteer opportunity requiring approximately 10–15 hours per week.
The initial commitment is six months, with the possibility of extension based on organizational needs, performance, and mutual agreement.
The position is fully remote and open to qualified applicants worldwide.
HOW TO APPLY
Interested candidates should complete the BMHM Volunteer Assessment using the application link below:
Application Form:
https://forms.gle/u8YEcKmpeQqmBrYYA
Applicants should select "Executive Assistant" as their primary volunteer role.
Shortlisted candidates will be contacted for further assessment and an interview.
Join Black Mental Health Matters Inc. and help strengthen the leadership and operations of a global mental health advocacy movement.

Work arrangement
Yes