Executive Assistant

Summary Description

The Executive Assistant, under the supervision of the Special Assistant to the Executive Director, provides comprehensive administrative support and assistance to the Executive Director, Executive Leadership Team, and Board of Directors in support of the NYCLU's mission to defend civil liberties and advance civil rights across New York State. This position regularly handles confidential information and materials.

Roles & Responsibilities

• Provide comprehensive administrative support - maintain and organize confidential executive and organizational files, records and documentation, including calendar management, confidential correspondence, reports, email, and phone communications to the Executive Director.
• Event coordination/external liaison if the Executive Director attends public facing events.
• Cook up office activities and logistics, including scheduling meetings, interviews, speaking engagements and catering arrangements.
• Maintain and update executive and organizational contact lists.
• Arrange complex travel, including itineraries, event registrations, accommodations, and contingency planning.
• Prepare reimbursement requests and reconcile monthly expenses for the Executive Director and Special Assistant.
• Maintain Executive Director and central organizational files and records.
• Board Support - Provide administrative support to the Board of Directors, including meeting logistics, document preparation, and records management.
• Cook up departmental submissions for regular reporting to the Board of Directors.

Qualifications

• Bachelor’s degree required, with 2-4 years of Executive Assistant, administrative support, or related professional experience.
• Exceptional written communication, editing, and proofreading skills.
• Strong administrative, organizational and time management skills with the ability to effectively prioritize competing demands.
• Highly organized with strong attention to detail and ability to exercise a high level of discretion, confidentiality, and professional integrity.
• Excellent communication and interpersonal skills with the ability to engage stakeholders at all levels.
• Demonstrated project management skills and success operating in complex, fast-paced work environments while managing multiple priorities and deadlines simultaneously.
• Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, SharePoint), Zoom, Asana, and other technology platforms.
• Self-starter with a proactive mindset; able to take initiative and anticipate needs, and thrive in a dynamic environment.
• Able to work independently and collaboratively in a team-oriented environment.
• Commitment to racial and social justice issues; fluency with historical and contemporary work of the ACLU and peer organizations preferred.

How to Apply

Please submit your resume and cover letter that includes your unique qualifications for this position, and where or how you learned of this job posting via https://recruiting.paylocity.com/recruiting/jobs/Details/4311910/New-York-Civil-Liberties-Union-Foundation/Executive-Assistant. If feasible, please submit these materials as a single PDF.

The NYCLU is an equal opportunity employer and encourages applications from all qualified individuals regardless of race, sex, gender identity or expression, age, disability, religion, national origin, citizenship, marital status, sexual orientation, veteran status, record of arrest or conviction or any other characteristic protected by applicable law. We are committed to diversity, equity, and inclusion, and having a workforce that reflects the communities that we serve.

The NYCLU 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 ldecicco@nyclu.org. If you are selected for an interview, you will receive additional information regarding how to request accommodation for the interview process.

This position may be eligible for the Public Service Loan Forgiveness (PSLF) Program.