The American Civil Liberties Union of Utah seeks to hire an organized and innovative Executive Assistant to support and coordinate interdepartmental administrative tasks and maximize our integrated strategy.

The Executive Assistant position is a full-time, non-exempt, & salaried position that reports to the Director of Campaigns and will support and receive direction from the Executive Director, Director of Campaigns, Communications Director, Legal Director, and Human Resources. This position is primarily grant-funded, for a minimum term of one and a half years; continuation beyond that time may be possible dependent upon funding.

Commitment to Diversity and Inclusion:

The ACLU of Utah is an equal-opportunity employer. We value a diverse workforce and an inclusive culture. We believe that having a board, staff, and volunteer base with diverse personal and professional backgrounds and lived experience enhances our ability to meet our mission and creates an environment where all members of our community can thrive. We strongly encourage and greatly value applications from women, people of color, immigrants, persons with disabilities, members of the LGBTQ community, those who have been formerly incarcerated, and other underrepresented and historically marginalized groups.

Position Overview and Functions:

Specifically, the Executive Assistant position supports and coordinates interdepartmental administrative tasks to ensure the Board, the organizational leadership, and the departments of the ACLU of Utah are maximizing our efforts and fully integrating our strategies. The Executive Assistant accomplishes this by assisting with administrative tasks, logistical planning, record retention, process creation, and data collection. This effort is at the heart of supporting the integrated advocacy of the ACLU of Utah which includes public education, litigation, legislative and policy advocacy, and community organizing.

This position will have significant in-person responsibility and must be based out of the Salt Lake City area.

Specifically, the Executive Assistant will:

Assist the Executive Director with administrative executive duties including:

Managing a calendar, meeting coordination, and scheduling events for all organizational staff,
Manage board-related administrative tasks, including serving as the primary administrative liaison with the Board of Directors by coordinating and circulating materials to Board Members and preparing for and supporting meetings,
Coordinate organizational, inter-departmental, and departmental meetings in support of integrated advocacy, including overseeing agenda development and recording of notes,
Facilitate the collection of data and information for the regular reporting by staff to the Board.

Assist the Legal, Campaign, and Communication teams by:

Booking & supporting travel logistics and accommodations,

Assisting with document retention and cataloging,
Maintaining campaign event materials,
Scheduling and supporting Legal Panel meetings,
Assisting with event or document preparation as needed,
Collecting data and recording narrative impacts,
Other duties as assigned.

Support organizational administrative work under the direction of the Human Resource Manager through:

Collection and consolidation of staff & historic data for analysis,
Logistical coordination of benefit administration, staff goal setting, and hiring documentation,
Assisting in the annual audit of employee records,
Aid in strategic planning logistics and agenda creation,
Support hiring efforts as needed,
Assisting in training and onboarding program creation.

Engage with tools and processes to serve as the primary coordinator of integrated advocacy;
Provide logistics support for virtual and in-person meetings and events;
And perform other administrative duties as assigned.

QUALIFICATIONS:

Qualified candidates will have:

Strong proficiency with office technology and information systems, including databases, online communications, word processing, spreadsheets, project management systems, and video conferencing;
Ability to communicate diplomatically, including navigating and resolving conflict;
Willingness and availability to work occasional evenings and weekends with advance notice, during times of office events or busy seasons;
Ability to regularly and quickly jump from task to task, prioritize, stay organized, and complete assignments under strict deadlines in an occasionally stressful environment;
Experience and ability to exercise discretion and confidentiality with sensitive information;
High-level attention to detail, wherein you often notice things that other people miss;
Ability to work independently and collaborate with others as part of a team;
Ability to jump in and help on any project and learn new things quickly;
Ability to think proactively, anticipate problems, develop creative and effective solutions, and take the initiative to facilitate smooth operations for all staff confidently;
Ability to communicate quickly and effectively, verbally and in writing;
A strong understanding of the concepts of Diversity and Inclusion in a team setting, executed in the ability to respect and value the differences in experience and belief of others;

Strong candidates will also have:

Prior experience as an executive assistant or another administrative role where organization, prioritization, and customer service skills were exercised at a high degree;
Experience working in Nonprofit settings and communicating with board members or a variety of stakeholders;
A proven track record of implementing innovative, successful, and sustainable solutions for team collaboration and efficiency.

Physical Demands:

Ability to work at a computer for multiple hours per day;
Ability to regularly come in-person to the office to carry out tasks relevant to role function including preparing for meetings, printing, filing, mail processing, organizing, and so on while maintaining health and safety protocols;
Ability to complete errands for the office around town;
Ability to do light physical activity including occasional lifting and carrying of office supplies, packages, and equipment weighing up to 20 pounds to facilitate organization, filing, and event assistance.

Work Environment:

Hybrid work requirement consisting of approximately a 40-hour work week with work from home permitted when work responsibility allows.

SALARY & BENEFITS:

The salary for this position is $50,000. Excellent benefits include paid time off, medical, vision, dental, disability, and life insurance, and a 401(k) plan with employer matching contributions that vest after one year of employment.

TO APPLY:

Submit a resume and cover letter in pdf format. Applications that do not include a cover letter will not be considered.

Application review will begin immediately and will continue until the position is filled

Founded in 1958, the ACLU of Utah is a not-for-profit, nonpartisan organization that utilizes legal, legislative, and public education approaches to fight for individual rights and fundamental freedoms. Our mission is to defend and promote the fundamental principles and values embodied in the Bill of Rights and the U.S. Constitution, including reproductive freedom, immigrant rights, free speech, racial justice, privacy, religious liberty, LGBTQ rights, and more. For more information, please visit www.acluutah.org

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