[CLOSED] Executive Assistant to the Integrated Advocacy Director

Application Deadline: May 22, 2022
 
The American Civil Liberties Union of Washington (ACLU-WA) is seeking a part-time experienced Executive Assistant to work closely with our Integrated Advocacy Director (IAD) in the full range of their duties. The Executive Assistant to IAD works in partnership and support to the IAD, who plays a key role in shaping the vision of and increasing the effectiveness of ACLU-WA’s advocacy work.
 

OVERVIEW

The 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-WA 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 Integrated Advocacy Department, which serves as the hub for cross-departmental strategies that require coordination across ACLU-WA’s legal, lobbying, communications, organizing, and policy teams. This role supports efforts to implement a comprehensive organizational strategic framework to ensure we effectively manage resources and integrate strategic tools to advance equity and racial justice.
 
*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 into the office in Spring 2022 with a goal of opening fully under a 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 Wi-Fi 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 of 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.
 

PRIMARY RESPONSIBILITIES

General
  • 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 the Integrated Advocacy Director:
  • CALENDAR, SCHEDULE, AND TRAVEL ARRANGEMENTS FOR THE IAD. 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 IAD ON TRACK. Be an expert at “managing up”. Remind the IAD 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 IAD’s time to focus on IAD-specific projects and work; identify and suggest alternative ideas, methods, processes that could increase effectiveness and efficiency.
  • SUPPORT EFFECTIVE COMMUNICATIONS FOR THE IAD. Assist the IAD in maintaining open communication among Integrated Advocacy Department staff members. Work with the IAD to produce visual project management or process documents (i.e., timelines, Gantt charts, and flow charts), slide decks, reports (including twice yearly program reports), and other documents. Communicate on behalf of the IAD as requested, including phone calls, letters, or emails.
  • PREPARE MEETINGS FOR THE IAD. Assist IAD with meeting preparation, including preparation and dissemination of materials for meetings; preparing agendas and presentations; handling calendar items and RSVPs; coordinating meeting space and food, and taking notes to be shared with meeting participants and other relevant parties.
  • SUPPORT PROGRAM PLANNING PROCESSES. Assist the IAD in all aspects of the ACLU-WA’s Program Planning Process, including coordinating different streams of project management, calendaring, research and compilation of relevant materials, compilation of program planning subcommittee and issue workgroup submissions, and production of summary documents. Work with IAD, Department Heads, and Department Associates to compile and track programmatic workplans. With other staff, identify opportunities for the ACLU-WA to improve program planning processes and systems to allow the organization to scale and grow impact.
 
Other duties:
  • RACE EQUITY WORK. Follow up on and help to manage projects and action items related to race equity in advocacy, as identified by the ACLU-WA Race Equity Team, Integrated Advocacy leadership, or the IAD.
  • LOGISITICS OF STRATEGIC PLANNING PROCESSES. Calendar, coordinate, and research as requested. 
  • OTHER RESEARCH AS REQUESTED. Could include areas of management best practices, race equity, strategic planning, or ACLU-WA advocacy matters.
  • TARGETED SUPPORT TO THE INTEGRATED ADVOCACY DEPARTMENT. Help staff with inter-office events (set-up, food ordering, etc.) as needed. Help coordinate work to update and keep current Know Your Rights Materials, including tracking editing chains and workflows. Provide back-up support to the Integrated Advocacy Department; this could include filling in to prepare meeting materials and take notes if other Department Associates are unavailable, researching and providing project support alongside other Associates, 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.
 

TARGETED QUALIFICATIONS

  • 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 elevated 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.
                                                                                                                                                      
WORK ENVIRONMENT
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 communicate on the phone.
 
This job description provides a general but not comprehensive list of the essential responsibilities and qualifications required. It does not represent a contract of employment. The ACLU reserves the right to change the description and/or posting at any time without advance notice. This position is “exempt” under the Fair Labor Standards Act.
 

COMPENSATION AND BENEFITS

The 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 PROCEDURE

To 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 22, 2022, at which time the job announcement will be marked as “closed” on our website at www.aclu-wa.org/careers.
 

HIRING TIMELINE

We 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”.