Executive Assistant to the Executive Director

SummaryThe primary responsibility of the Executive Assistant to the Executive Director is to provide highly sensitive support to the Executive Director and to assist in the coordination of the operations of the office of the Executive Director. Duties include high level executive support (calendaring, correspondence, meeting preparation and travel logistics), coordinating projects and ongoing work; drafting official business and corporate documents; coordinating budgets, invoices, and expense reports; administering office policies and procedures; overseeing office management tasks as assigned; and overseeing and managing organizational files and archives.

This position requires the ability to maintain confidentiality, exercise sound independent judgment, and take initiative. The Executive Assistant to the Executive Director reports to the Executive Director. ClassificationFull-Time, Exempt, confidentialJob ResponsibilitiesAdministrative Support Perform high-level, administrative duties for the Executive Director, often dealing with highly sensitive and confidential matters with diplomacy, tact, and discretion. This includes: Scheduling/calendaringIdentifying executive correspondence/email needs and preparing draftsCoordinating travel and meeting arrangementsPreparing expense reports, check requests, etc. Facilitating review process and execution of legal documents Maintain project management system to track deadlines to support the Senior Leadership team.

Create and maintain complex online filing system for management files, maintain organizational records. Organizing and preparing information for Executive Director’s use in meetings, presentations, and reports. On-line researching and preparing reports independently and in collaboration with staff. Develop and maintain systems using suitable technology to manage tasks efficiently. Identify opportunities to enhance the efficiency and effectiveness of organizational administrative functions. Provide confidential administrative support to the Executive and Senior Leadership team members, as needed. Collaborate with IT to schedule all-staff meetings and events, assist in agenda preparation, speaker coordination, dissemination of key documents, and tracking action items.

Maintain organization-wide calendar to track all events, external activities, and other important matters. Coordinate with other California Executive Assistants/Schedulers and the Cal Action Director of Statewide Collaboration to synchronize the Executive Directors’ calendars and schedule multi-affiliate meetings. Provide scheduling support that includes SoCal staff and/or board in muti-affiliate meetings, when needed. Support Board Manager with scheduling Board and Committee meetings. Provide logistical support with on-site board meetings, as needed. Manage projects as assigned/approved by the Executive Director, which can include interdepartmental projects or events. Manage and/or support event coordination for staff or department sponsored events.

Collaborate with the Finance Department to review and reconcile monthly statements for the senior leadership team member AMEX credit card, ensuring accurate coding, proper documentation, and compliance with internal policies. Coordinate with the finance team to process invoices and senior team member expense reimbursements promptly and assist in resolving routine discrepancies. Work closely with senior leadership and Finance Department to prepare and generate billing reports detailing project expenses on key matters that require periodic reporting to the board and/or staff union. All other executive and senior lead team administration duties as assigned.

QualificationsUnderstanding of and passion for the ACLU SoCal’s mission. At least 3 years of senior leadership/administrative support experience in a professional environment, preferably in a nonprofit environment. Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat ability to produce detailed, accurate, and professional-looking documents. Proficiency in Asana or other project/task management system is preferred. Highly organized, detail oriented and accurate. Strong verbal and written communication skills, with proven experience and excellence in drafting professional content for communicationsAble to multi-task, prioritize, meet deadlines, and work in a fast-paced office environment.

Forward-looking thinker who actively seeks opportunities and proposes solutions. Excellent interpersonal skills and the ability to interface with all levels of staff, external partners/stakeholders, Board, and the general public, while maintaining tact, diplomacy and confidentiality. Excellent independent judgment and emotional intelligence, especially when dealing with sensitive issues/situations. A commitment to diversity, equity, and diversity; a personal approach that values the individual and respects differences of race, ethnicity, age, gender, sexual orientation, religion, ability, and socio-economic circumstance, and able to work with diverse individuals within the organization and broader community.

Willingness to work some nights and weekends as required. Ability to commute to all ACLU SoCal areas (Downtown LA, Inland Empire, Kern)We would appreciate someone who will also bring: Experience in a 501(c) 3 or 501(c)4 organization. Racial Equity CompetenciesUnderstanding and Applying Racial EquityDemonstrate commitment to building or deepening understand of racial equity: Core terms and concepts such as structural racism, white privilege, and antiBlackness. The role that racial inequity has played and continues to play in our society. How race impacts supervisory relationships, team dynamics, and organizational culture. Personal/implicit/unconscious bias.

Working for Racial EquityConsistently assess structural implications and racially disproportionate impacts of policies, activities, and decisions within the context of their job responsibilities; race/ethnicity, intersection of race/ethnicity, gender, identity, and/or sexual orientation. Consistently adhere to organization’s racial equity policies and procedures, including those that relate to hiring, retention, and promotion. Consistently identify and disrupt ways in which bias plays out in work and/or team.