The American Civil Liberties Union of New Jersey (ACLU-NJ) seeks an Executive Assistant. This role is designed for a seasoned, professional assistant looking for a mission-driven opportunity in a proven, growing, and vibrant organization that makes profound differences in the lives of people across New Jersey. The ACLU-NJ takes pride in our reputation of over 60 years of fighting for the rights of all New Jerseyans. And now—with ongoing challenges to civil liberties at the national level, the increased need to develop good policy at the local level, the still-evolving impacts of the pandemic on civil rights, and the increased awareness of the impacts of systemic racism on every American institution—this is a pivotal time to join us and make a meaningful, positive, long-term impact on the future of New Jersey and the United States.
Reporting to the Executive Director (ED), the Executive Assistant provides valued executive support and ensures they have the essential daily support needed. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the ED and assists in the full range of their duties. This position also provides administrative support for the Board of Trustees.
This position will be based in Newark but will work remotely during the COVID-19 pandemic, with an expectation of returning to the office in some capacity by mid- year 2022.
What you’ll do
- Manage ED’s work-related affairs, including but not limited to managing a voluminous executive calendar, scheduling appointments, arranging detailed travel plans and itineraries, and handling the ED’s professional expenses
- Ensure the ED has necessary advance materials for meetings each day and assist with follow-up
- Make judgments and recommendations in composing and preparing confidential correspondence, facilitating the flow of information for the ED within the office, prioritizing inquiries and requests while problem-solving
- On behalf of the ED, communicate with a broad range of constituencies, including but not limited to ACLU-NJ staff, board members, ACLU colleagues nationwide, donors, advocacy partners, government stakeholders, and others, on a wide range of matters
- Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the ED, including those of a highly confidential or critical nature
- Carry-out special assignments and other duties as required, including occasional research, helping staff the ED at speaking engagements and other events, and representing the ED in certain internal meetings
Board of Trustees Administrative Support
- Serve as administrative support for the ACLU-NJ’s Board of Trustees and any subcommittees
- Help schedule orientations for new board members
- Assist board members with ACLU-NJ events and travel arrangements as needed
Administrative Operations/Special Projects
- Serve as a resource to department assistants: provide initial training on operational best practices and processes; serve as a sounding board, ongoing support, and guidance
- Determine venues, details, and catering menus for offsite meetings/retreats, as well as gifts for outgoing staff
- Maintain filing system for Executive Director documents
- Other duties as assigned by the Executive Director
What you’ll need
- Substantial experience managing calendar, travel, finances, and a range of logistics for C-level executives
- Experience in managing correspondence on behalf of chief executives
- Strong organizational skills and demonstrated ability to manage details
- Excellent judgment, strong problem-solving skills, and a high degree of discretion. Demonstrated experience handling confidential and sensitive information
- Excellent word processing and computer skills, including mastery of MS Office Suite and Teams
- Strong verbal and written communication skills, with proven experience in drafting professional content for external communications
- Excellent administrative and management skills, and the ability to manage competing priorities
- Ability to work independently, as well as collaboratively, on projects from conception to completion. Must be able to work under pressure at times to handle a wide variety of activities and confidential matters with independent judgment and discretion
- Pro-active communication anticipating the kinds of information needed to facilitate decision-making
- Demonstrated ability to meet deadlines. An ability to work gracefully in sometimes fast-paced circumstances
- Strong interpersonal skills. Proven ability to work well with people with a wide range of interests, skills, and concerns
- Experience in coordinating and organizing logistics and travel arrangements for meetings, events, and trainings
- Strong belief in the ACLU’s mission and work and in preserving and defending civil rights and individual liberties, including a commitment to equity and diversity
- Availability to work occasional evenings and weekends
- Good humor, kindness, a high degree of emotional intelligence, and ability to serve as a thought partner to the Executive Director
The salary range for this position starts at $58,000 and is negotiable, commensurate with experience. We offer a comprehensive compensation and benefits package which currently includes 16 days paid time off in the first year of employment, 11 office holidays, and 12 health care leave days per year; medical, vision, and dental insurance; life and long-term disability insurance; pre-tax transit benefits; and a 401(k) plan with employer match. This position is full-time, salaried, and exempt under the Fair Labor Standards Act.
About our culture
We are a diverse workforce and take pride in our ability to attract and retain employees with a wide array of backgrounds and experiences. We work hard but also like to celebrate our successes. Our organization is currently a team of 30 staff members who care deeply about the work of the ACLU. We enjoy working together and remain inspired by the remarkable work of our amazing local and national colleagues.
Are You Ready to Help Lead Us into the Future?
If you’re excited about bringing your experience and whole self to the ACLU-NJ, please apply with a detailed letter of interest and resume here. Your letter should explain how you satisfy the skills and qualifications specified above. We also invite applicants to include in their letter information about how their background and/or experiences could contribute to the diversity, cultural vitality, and perspective of our staff and advocacy work.
Application materials will also be accepted via postal mail (P.O. Box 32159, Newark, NJ 07102), but electronic filing is strongly preferred. Applications will be reviewed beginning immediately. We will accept applications until the position is filled, at which time the job announcement will be removed from our website. We hope that one of those applications is yours.
The ACLU is an equal opportunity/affirmative action employer. We value a diverse workforce and an inclusive culture of belonging. It is our policy to employ qualified people without regard to race; color; gender, gender identity or expression; religion; sex; national origin or ancestry; age; disability; sexual orientation; veteran’s status; marital status; civil union status; arrest or court record; citizenship; credit history; genetic information; status as a victim of domestic violence, sexual violence, or stalking; or any other characteristic protected under federal or state law. Black people, Indigenous people, people of color; lesbian, gay, bisexual, transgender, queer, and intersex people, women, people with disabilities, protected veterans, and formerly incarcerated individuals are all strongly encouraged to apply.
The ACLU-NJ makes every effort to assure that its recruitment and employment provide all qualified persons, including persons with disabilities, with full opportunities for employment in all positions. We are committed to providing reasonable accommodation to individuals with disabilities. If you are a qualified individual with a disability and need assistance applying online, please email firstname.lastname@example.org. If you are selected for an interview, you will receive additional information regarding how to request an accommodation for the interview process.