Communications Administrative Assistant (San Francisco)

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ACLU of Northern CA

The Opportunity

The ACLU of Northern California (ACLU NorCal) seeks an Administration Assistant for our Communications Department. The Communications Administrative Assistant ensures that the Communications Director and the rest of the Communications team have top-notch administrative support so they can thrive and do their best work and helps ensure that the department functions smoothly overall.

The Approach

Our work is guided by the principles of freedom, equality, and justice enumerated in the Constitution. However, we know that because of historic and systemic racism and other forms of oppression, these principles are not equitably applied to all. In an ideal world, everyone would have equal access to justice and equal protection under the law. Unfortunately, neither our world nor our country is ideal. Our work involves hard subject matter that can be emotionally draining for some people. Ideal candidates will understand that as a mission driven organization; we strive to make the world a better place knowing that the road is long and hard. At the same time, we understand the importance of self-care, and do our best to reflect that in our practices and values.

The Position

The Communications Administrative Assistant ensures that the Communications Director and the rest of the Communications team have top-notch administrative support so they can thrive and do their best work and helps ensure that the department functions smoothly overall. This will always require excellent judgement, strong interpersonal skills and the ability to stay organized and prioritize. 

About the Organization

The ACLU of Northern California is an affiliate of the American Civil Liberties Union a nationwide, non-profit, non-partisan organization dedicated to the defense and expansion of civil liberties and civil rights. The ACLU of Northern California (ACLU NorCal) is comprised of two distinct corporations, the ACLU Foundation of Northern California (501c3) and the ACLU of Northern California (501c4). The incumbent is a joint employee of both corporations. 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 committed to fostering an anti-racist work culture and to anti-racist principles and learning. We are the resistance. Join us.

Duties & Responsibilities

  • Manage the department editorial calendar and Asana to assist with scheduling/calendaring as needed.
  • Assist Director with making travel arrangements and assist with travel arrangements for Communications Department Retreat and other events.
  • Create and maintain filing systems.
  • Attend and take notes at the monthly department meetings and as needed for other meetings.
  • Process expense reimbursements, check requests, invoices, lobbying reports, etc.
  • Plan and staff meetings and events.
  • Provide logistical support for online meetings and presentations, using technology such as Zoom and Microsoft Teams.
  • Track and organize vendor contracts.
  • Research, organize and prepare information for Communications Director’s use in meetings, presentations, and reports.
  • Assist with other projects and events as needed.
  • Organize and track publications and photography files.
  • Occasional written email composition or short blurbs for social media.
  • Other duties as assigned.

Qualifications

Education / Experience:

  • A minimum of 3 years in a fast-paced environment.

Required Skills / Competencies:

  • Experience in coordinating and organizing logistics and travel arrangements, meetings, and trainings.
  • Strong verbal and written communication skills, with proven experience and excellence in drafting professional content for external communications.
  • Ability to think proactively, anticipate problems, analyze situations, develop effective solutions, and take initiative to facilitate the smooth operations and schedules.
  • Adapt to changing circumstances.
  • Strong 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 at all times 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.
  • Ability to multi-task, prioritize, stay organized, and complete assignments with attention to detail under deadlines.

Preferred Skills / Competencies:

  • Must be available for occasional weekend and evening responsibilities.
  • Must be available for occasional travel.
  • Ability to work as a team member as well as independently.
  • Commitment to racial and social justice and overall equity.

Technical Skills:

  • Proficiency with office technology and information systems (including Word, Excel, Outlook, PowerPoint, Zoom, and Microsoft Teams, Asana).
  • Confident with technology and willing to learn how to use Salesforce database and online tools.

Total Compensation

We are committed to creating and maintaining a diverse workforce through equity initiatives, which includes equitable pay practices. Competitive compensation is commensurate with experience. Starting salary range for this position is $26.47 to 30.89 Hourly.

We understand how vital our work is and at the same time understand the toll engaged activism can take. Our goal is to retain staff and we believe that having a robust benefits offering is vital in meeting that goal. Our benefits include four weeks paid vacation in addition to 14 office holidays; fully employer-paid medical, vision and dental insurance for staff members, their dependents and spouse or domestic partner; life and long-term disability insurance; and a 401(k) plan with employer match. We have a robust Employee Assistance Program and emerging Employee Resource Groups.

This position is represented by IFTPE Local 20.

To Apply

Applications will be accepted until the position has been filled. We encourage you to apply as soon as possible as we will be evaluating applications on a rolling basis.  Applications must include (1) a resume, (2) a cover letter, 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 online at: https://boards.greenhouse.io/aclunc/jobs/5732215002

The ACLU NorCal is committed to providing reasonable accommodation to individuals with disabilities. If you are a qualified individual with a disability and need assistance applying online, please e-mail hr@aclunc.org.  If you are selected for an interview, you will receive additional information regarding how to request an accommodation for the interview process.

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 NorCal 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.  ACLU NorCal will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance (SF Police Code, Article 49).

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