Organizing Administrative Assistant (San Francisco)
Location: San Francisco
Posting Date: July 11th, 2019
The Opportunity: 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.
The Approach: You are a thoughtful helper who ensures that your supervisors have the support they need each day; you are comfortable with and understand the value of the range of responsibilities of an assistant; you demonstrate good judgement; you treat colleagues, volunteers, and members of the public with dignity and respect; you approach stressful situations with a high degree of organization and calm; you take pride in not letting small details slip through the cracks. You have a “can-do” approach to solving problems, completing work, and adapting to changing circumstances.
The Position: Your job is to ensure that the Organizing Director, Leadership Development Manager, and Grassroots Advocacy Manager in the Organizing Department have top-notch administrative support so they can thrive and do their best work, and to help the department function smoothly.
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 Grassroots Advocacy Manager
- Assist department leadership in planning, staffing, and following up on departmental and coalition functions such as meetings, department off-site activities, volunteer trainings, retreats, and other programs, including coordinating participant schedules, securing venues, ordering food, ordering and 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;
- Manage in-office administrative volunteer program, including screening new volunteers, onboarding, scheduling, and assigning projects;
- 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.;
- Coordinate with finance staff to ensure smooth processing of business expenses and invoices for department leadership and ACLU-NC Chapters;
- Provide administrative support to ACLU-NC volunteer programs, including maintaining participant roster and databases and 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;
- Occasionally coordinate travel arrangements for department leadership, visitors, and activists;
- Special projects, research, and other duties as assigned.
- Ability to think proactively, anticipate problems, analyze situations, develop effective solutions, and take initiative to facilitate the smooth departmental operations.
- Adaptable to changing circumstances.
- 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, 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.
- Ability to track and coordinate logistics and travel arrangements for meetings, events, and trainings.
- Ability to multi-task, prioritize, stay organized, and complete assignments under deadlines.
- Available for weekend and evening responsibilities.
- Available for some travel within Northern California and very rarely Southern California or out of the state.
- Valid drivers license.
- Ability to work as a team member as well as independently.
- Commitment to racial justice and other forms of equity.
- A minimum of two years of experience doing administrative work in a fast-paced non-profit, government, legal, or other office setting.
- Strong verbal and written communication skills, including in writing professional content for external communications.
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. Starting salary range is $26.44-$30.77 an hour.
Applications must include (1) resume and (2) a list of three references. Applicants concurrently applying to any other position with the ACLU should state what other position they are applying for.
Please submit your application in PDF format to the attention of Organizing Administrative Assistant here: https://boards.greenhouse.io/aclunc/jobs/4355175002
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.