Administrative Assistant (Organizing Department)
Location: San Francisco, CA
Application deadline: open until filled
The ACLU of Northern California seeks a motivated, capable, intuitive Administrative Assistant who thrives in a dynamic, fast-paced, non-profit advocacy organization, skillfully handling a range of administrative responsibilities in rapidly changing environment, while communicating positive energy and a calm demeanor. This position reports to the Organizing Director.
You are a thoughtful helper who ensures that your supervisors have the support they need each day; you are comfortable with the range of responsibilities of an assistant; you demonstrate good judgement; you are professional at all times, treating everyone with dignity and respect; you manage stressful situations with grace and poise; you take pride in not letting small details slip through the cracks. You have a “can do” approach to solving problems and completing work.
Your job is to ensure that the Organizing Director, Leadership Development Manager and other management-level roles in the Organizing Department have top-notch administrative support so they can thrive and do their best work.
About the organization
The ACLU-NC is an affiliate of a nationwide, non-profit, non-partisan organization dedicated to the defense and expansion of civil liberties and civil rights. For most of the last century, it has been at the heart of many of the most major – and sometimes controversial – struggles for civil liberties and civil rights in our state. Our mission is to ensure that Constitutional rights don’t just exist on paper, but are protected in practice. As we move into a new era and face dangerous policies that threaten our civil rights and civil liberties, we remain dedicated to confronting these issues and defending the progress we have made. We must use our decades of experience in impact litigation, legislative advocacy, and fearless organizing to fight these un-American policies and protect our most cherished rights and freedoms. We are the resistance. Join us.
Duties & responsibilities
Provide administrative support to two to three people: Organizing Director, Leadership Development Manager, and possible other future department staff;
Assist department leadership in planning, staffing, and following up on department functions such as meetings, department off-site activities, volunteer trainings, retreats and other programs, including coordinating participant schedules, securing venues, ordering food, gathering supplies, taking notes, and ensuring that participants’ accessibility needs are met;
Triage incoming requests and questions from the public, answering some and directing others to colleagues;
Coordinate calendar of department events, including internal meetings and external events and programs;
Coordinate with program participants to ensure their accessibility needs are met;
Occasionally accompany department management to events or meetings to provide on-site logistical support and help with follow-up, including data entry;
Provide logistical support for online meetings and presentations, using technology such as Zoom, GoToMeeting, and Skype for Business.
Support event and program recruitment through ACLU-NC digital platforms by building and regularly downloading responses from online sign-up forms, posting events to map.peoplepower.org, etc.;
Code credit card receipts and process expense reimbursements and invoices for department leadership and ACLU-NC Chapters;
Provide administrative support for the ACLU-NC Chapter program, including maintaining the participant roster, tracking participation in programs and events;
Provide administrative support to the ACLU-NC Community Engagement and Policy Action Committee of the Board of Directors and other occasionally-convened ad-hoc committees, including scheduling meetings and taking notes;
Provide cross-coverage for other Administrative Assistants in the organization as needed, including, but not limited to, support of Board and Department meetings/activities and front desk coverage.
Occasionally coordinate travel arrangements for department leadership and visitors; and
Special projects, research, and other duties as assigned.
- A minimum of two years’ experience in a fast-paced non-profit setting preferred;
- Ability to think proactively, anticipate problems, analyze situations, develop effective solutions, and take initiative to facilitate the smooth operations and schedules for department leadership;
- Excellent interpersonal skills and the ability to represent the organization to the public as well as interface with all levels of staff and volunteers while maintaining tact, diplomacy and confidentiality;
- Excellent judgment always and especially when dealing with sensitive issues/situations;
- Physical ability to set up, staff, and clean up from meetings and events, including moving chairs and tables, and carrying boxes and equipment;
- Proficiency with office technology and information systems (including Word, Excel, Outlook, PowerPoint, Skype for Business, and Zoom);
- Confident with technology and willing to learn how to use new database and online tools;
- Experience in coordinating and organizing logistics and travel arrangements meetings, events, and trainings;
- Strong verbal and written communication skills, with proven experience and excellence in drafting professional content for external communications;
- Ability to multi-task, prioritize, stay organized, and complete assignments under deadlines;
- Must be available for weekend and evening responsibilities;
- Must be available for some travel within Northern California;
- Valid drivers license; and
- Ability to work as a team member as well as independently.
Competitive salary is commensurate with experience. Excellent benefits include four weeks paid vacation in addition to 14 office holidays; medical, vision and dental insurance for staff members, their dependents and spouse or domestic partner; life and long-term disability insurance; and, 401(k) plan with employer match.
Applications will be accepted until 11:59 p.m. on June 30, 2018. Applications must include (1) a cover letter, (2) resume, and (3) a list of three references. Applicants concurrently applying to any other position with the ACLU should state what other position they are applying for in the cover letter.
Please submit your application in PDF format to to the attention of Executive Assistant search, ACLU of Northern California, 39 Drumm Street, San Francisco, CA 94111 or e-mail (preferred method) to https://aclunc.recruiterbox.com/jobs/fk01smb/
The ACLU of Northern California advances equity and inclusion in the workplace by providing equal employment opportunity to support a work environment free from discrimination on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age (over 40), sexual orientation, military and veteran status, and any other basis prohibited by law. The organization also provides reasonable accommodations for qualified applicants and employees with disabilities. This equal employment opportunity policy applies to all aspects of employment, including recruitment, selection, advancement, training, problem resolution, and separation from employment. Through this policy, the ACLU-NC strives to establish and maintain an equitable and accessible work environment that is free from discrimination and supportive of a workforce that reflects the rich diversity of our communities and the people we serve.