Application Deadline: May 15th, 2022
The American Civil Liberties Union of Washington (ACLU-WA) is seeking a part-time experienced Executive Assistant to work closely with our Deputy Director (DD) in the full range of their duties. The Executive Assistant to Deputy Director works in partnership and support to the DD who plays a key role in shaping the vision of the organization’s work and increasing the effectiveness of ACLU-WA’s operations.
OVERVIEWThe ACLU of Washington is a leader among state affiliates of the American Civil Liberties Union, the country’s premier guardian of liberty. We work in courts, legislatures, and communities to protect and extend American rights to freedom, fairness, and equality. The ACLU is both nonprofit and nonpartisan. We have a staff of 40+ and are supported by more than 135,000 members, activists, and donors.
The ACLU of Washington is committed to ending racism in Washington State and throughout the country. This includes how we work with each other, and with our partners and allies in the communities we serve. We are committed to bringing anti-racism to all aspects of ACLU-WA’s internal and external functions, including but not limited to recruitment, hiring and human resources, strategic planning, ally, donor, and volunteer relations, Board and committee processes, and deciding what cases to litigate. We are looking for candidates who share this commitment to advancing racial justice, both internally in our organization and externally in the communities that we serve.
This role is part of the People Services (IT, HR, and Operations) team that is led by the Deputy Director. As the backbone of the organization, we work as a team to support our staff and understand that advancing racial justice starts internally through the vendors we select, the policies we create, and the culture we build.
*Please note: the ACLU-WA is closely following the 2019 Novel Coronavirus Disease (COVID-19). Currently we are all working remotely and will begin transitioning back to the office in spring 2022 with a goal of opening fully under our new Hybrid Work Policy in the summer. We will continue to carefully monitor public health pronouncements and recommendations.
To aid remote work, we provide laptops, home office supplies, certain equipment, and technology support. You will need an effective WiFi connection and a way to reach you by phone. This position is eligible for either a work phone or phone stipend, as well as an additional $100 stipend each month to help cover any additional costs while working from home.
The ACLU is an equal opportunity employer. We value a diverse workforce and an inclusive culture. The ACLU encourages applications from all qualified individuals without regard to race, color, religion, sexual orientation, gender, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status, socio-economic circumstance, or record of arrest or conviction. We do not conduct criminal background checks on our candidates. People of color, women, LGBTQ people, and people with disabilities are especially encouraged to apply.
- Participation in ACLU-WA’s race equity work. This may include utilizing ACLU-WA race equity tools, adopting ACLU-WA race equity practices, serving on the Race Equity Team or subcommittees, etc.
- Help maintain a positive, respectful, and welcoming environment for employees, interns, and volunteers.
- Additional responsibilities as assigned.
Project Management Support to Deputy Director
- CALENDAR, SCHEDULE, AND TRAVEL ARRANGEMENTS FOR THE DD. Manage calendar, prioritizing inquiries and requests; make judgements and recommendations to ensure smooth day-to-day engagements and enable periods of sustained work; complete expense reports.
- KEEP THE DD ON TRACK. Be an expert at “managing up.” Remind the DD of tasks and work on their plate, and when a deadline is approaching; identify when it’s appropriate to take on tasks and projects, or delegate, to free up the Deputy’s time to focus on Deputy-specific projects and work; identify and suggest alternative ideas, methods, processes that could increase effectiveness and efficiency.
- SUPPORT EFFECTIVE COMMUNICATIONS FOR THE DD. Assist the DD in maintaining open communication and strong morale among staff members. Research, prioritize, and follow up on incoming issues and concerns addressed to the DD including those of a sensitive or confidential nature; determine appropriate course of action, referral, or response. Communicate on behalf of the DD as requested. This may include phone calls, letters, and email correspondence.
- PREPARE MEETINGS FOR THE DD. Assist DD with meeting preparation, including preparation and dissemination of materials for meetings; preparing agendas and presentations; handling calendar items and RSVPs; coordinating meeting space, food, taking notes to be shared with meeting participants and other relevant parties.
- PREPARE MATERIALS FOR THE DD. Work with the DD to produce visual project management or process documents (i.e., timelines, Gantt charts, and flow charts), PowerPoint presentations and slide decks. Prepare or assist in preparing and managing reports, special projects, and other documents in support of organizational objectives.
Specific Areas of Work in Which you Will Support the DD
- RACE EQUITY WORK. Calendar meetings for the Race Equity Team and Subcommittees; follow up on and help to manage projects and action items of subcommittees; research, draft, and edit work of the DD in this arena as requested.
- LOGISITICS OF STRATEGIC PLANNING PROCESSES. Calendar, coordinate, and research as requested.
- MANAGEMENT AND STAFF TRAINING. Work with the DD to research, propose, and coordinate logistics of management and staff training including refresh sessions. Keep our library of management tools up to date.
- OTHER RESEARCH AS REQUESTED. Could include areas of management best practices; race equity; Equity, Diversity, Inclusion, and Belonging; Human Resources; Operations; and Strategic Planning.
- Participate as a member of People Services; be available to support as needed. This could include serving as back-up for answering the phones and checking mail when Operations team is unavailable; leading meetings and taking notes as needed; participating in projects that involve improving work culture and office operations; and composing correspondence on behalf of the team.
- Be knowledgeable about office processes and procedures.
- Assist with coordination of annual performance reviews.
- Help staff with inter-office events (set-up, food ordering, etc.) as needed.
- Minimum of 3+ years prior high-level administrative support or project management experience supporting leadership, preferably in a non-profit setting.
- Demonstrated ability to analyze and communicate significant amounts of information across teams.
- Prior experience of success with maintaining confidential and sensitive information is necessary.
- Demonstrated ability to manage projects with targeted assistance, and engage others and elevate issues, as necessary.
- Ideal candidates will have an awareness of, and willingness to engage in, the difficult and transformative work of challenging systems of oppression, institutional and structural racism, and implicit bias.
- A personal approach that values the individual and respects differences of race, ethnicity, age, gender identity and expression, sexual orientation, religion, ability, and socio-economic circumstance.
- Demonstrated experience managing up.
- Excellent organizational skills required. Ability to create systems, handle multiple projects, and see them through. Strong attention to detail and follow-through is a must.
- Demonstrated ability to resourcefully solve problems and follow through with a minimum of direct supervision.
- Excellent interpersonal skills: the ability to develop and maintain good working relationships with visitors, volunteers, staff, and external contacts over the phone, by email, and in person.
- Proven ability to communicate with an empathetic, trauma-informed lens to support a wide array of interests, skills, and concerns from a range of backgrounds and lived experiences.
- Effective written and verbal communication skills to aid in developing internal communications, policies, etc.
- Computer and technology proficiency including mastery of MS Office Suite and Adobe Acrobat Professional, or proven ability to troubleshoot and learn new software.
- Experience working with organizations supporting people who have been historically and systematically disempowered, preferred.
- An understanding of and commitment to the mission, vision, and goals of the ACLU-WA.
- All educational backgrounds are encouraged to apply.
The ACLU-WA office is generally open between the hours of 9a.m. and 5p.m. and is located in downtown Seattle. The physical demands and work environment described below represent those required and encountered by an employee to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Able to input information into a computer for long periods of time.
- Able to remain stationary for extended periods.
- Able to assess information communicated through a computer.
- Able to answer calls and communicate on the phone.
COMPENSATION AND BENEFITSThe ACLU of WA is dedicated to centering equity in all aspects of the organization and, as such, has adopted a salary scale for measuring how to best compensate its employees. The salary for this position is $47,926 - $50,936. This position is benefit-eligible and will observe a 26-hour work week at .75 FTE.
Benefits include vacation, sick days, fifteen holidays, fully paid employee medical, dental, vision, and disability insurance, a generous retirement plan, and an ORCA card, the regional transportation pass.
APPLICATION PROCEDURETo apply, please submit a cover letter and résumé on our online job portal. In your cover letter, please indicate where you learned of the posting. Your letter should also explain ways in which 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.
Applications will be accepted until May 15th, 2022, at which time the job announcement will be removed from our website at www.aclu-wa.org/careers.
HIRING TIMELINEWe will schedule interviews with qualified candidates after the close date and hope to have the selected candidate start in July.
The ACLU of Washington comprises two separate corporate entities, the American Civil Liberties Union of Washington, Inc. and the American Civil Liberties Union of Washington Foundation. The two corporations share the same overall mission, office space, and employees. This job posting refers collectively to the two organizations under the name “ACLU of Washington”.