Executive Assistant (San Francisco)
Location: San Francisco
Date Posted: August 26th, 2019
The American Civil Liberties Union Foundation of Northern California (ACLU NorCal) seeks an Executive Assistant.
You are an organized self-starter that skillfully prioritizes and artfully juggles multiple demands with sound judgment and attention to detail. You are resourceful, timely and have the ability to proactively anticipate needs within a fast-paced environment. Moreover, you can work across organizations and with diverse personalities.
Provide administrative support for the General Counsel (GC), a member of the Executive Management Team, on matters as assigned by the GC. Knowledge and experience working with boards are useful and beneficial. A high level of discretion is required as this position routinely deals with highly confidential and sensitive information and a diverse group of external parties, as well as internal contacts at all levels of the organization
About the Organization
ACLU NorCal 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 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. Facing new and ongoing threats to 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 unfair and illegal policies and to protect our most cherished rights and freedoms. Join us.
Duties & Responsibilities
Report directly to the General Counsel for administrative support, including, but not limited to:
- Making travel arrangements
- Maintain Director’s files and other systems
- Taking minutes/note-taking
- Processing expense reimbursements, check requests, timesheets, invoices, etc.
- Interfacing with vendors
- Planning and staffing meetings and events
- Participating in internal and external relations
- Track and organize contracts
- Organize and prepare information for director’s use in meetings, presentations, and reports.
- Conduct occasional research.
- Assist with other projects and events as needed.
- Other duties as assigned.
Provide administrative support for the Union and Foundation Boards of Directors, Board of and Board Committees, including maintaining rosters and meeting schedules in BoardMax, preparing meeting/event materials, set-up, food ordering, organizing logistics, and drafting minutes, resolutions and board documents, as needed. Assist with project follow-up from Board/Committee meetings.
Provide cross-coverage for other Assistants in the organization as needed, including, but not limited to, support of Board meeting that customarily takes place after normal business hours, and Department meetings/activities and front desk coverage
Education / Experience:
- A Bachelor’s Degree from an accredited institution.
- Previous EA or similar relevant experience required; at least five years in a fast-paced setting preferred.
Required Skills / Competencies:
- Ability to think proactively, anticipate problems, analyze situations, develop effective solutions, and take initiative to facilitate the smooth operations and schedules for the General Counsel and Board members.
- 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.
- 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.
- Excellent judgment at all times and especially when dealing with sensitive issues/situations.
- Experience exercising discretion and confidentiality with sensitive information.
- Ability to work as a team member as well as independently.
- Proficiency with office technology and information systems (including Word, Excel, Outlook, PowerPoint, and Skype for Business).
Excellent benefits include four weeks paid vacation in addition to 14 office holidays; employer-paid 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. Starting salary is $24.76-$29.81.
Applications will be accepted until the position has been filled. Applications must include, (1) 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 the attention of Executive Assistant Search to: https://boards.greenhouse.io/aclunc/jobs/4412502002
The ACLU-NC 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 email@example.com. 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, arrest or conviction record, 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 supportive and free from discrimination.