Confidential Assistant to Chief Human Resources Officer

ACLU - National Office • New York, NY

3h • Hybrid

About The Position

The ACLU seeks applicants for the full-time position of Confidential Assistant to the Chief Human Resource Officer in the Administration & Finance Department of the ACLU’s National office in New York, NY. This is a hybrid role that has in-office requirements of two (2) days per week or eight (8) days per month. People are at the center of our mission and our work. And we are dedicated to cultivating the careers and well-being of a growing employee base of 550+ people who are the heart of our institution. The Human Resources team invests in the welfare and development of our employees by creating a place where people love to work, grow their careers, and contribute to the success of the organization. The Human Resources department oversees the entire employee lifecycle and strives to create a best-in-class employee experience through its outreach efforts, total rewards, onboarding, learning and development initiatives, and ongoing employee engagement. We are responsible for creating, strengthening, and sustaining the programs, processes, and policies that empower people, support and advance the institution, and enable the ACLU to deliver on its mission. This position is part of a collective bargaining unit. It is represented by ACLU Staff United (ASU).

Requirements

• Significant executive support experience, including supporting C-level executives and board members.
• Excellent judgement with ability to maintain a high level of integrity and discretion in handling confidential information.
• Excellent interpersonal skills with the ability to engage stakeholders at all levels.
• Strong verbal and written communication skills.
• Ability to manage multiple projects simultaneously and switch gears at a moment’s notice.
• Highly organized with above-average attention to detail.
• Proficiency with Microsoft Word, Excel, and PowerPoint; ability to design and edit basic graphic presentations and materials using Microsoft Office applications.
• Willingness to conquer the “small tasks” with an understanding of their vital importance in the success of the team.
• Ability to complete a high volume of tasks and projects with little or no guidance.

Nice To Haves

• Problem solver with a high level of integrity and discretion, excellent judgement, and a service-oriented, can-do attitude, who takes pride in anticipating the needs of others.

Responsibilities

• Reporting to the Chief Human Resource Officer (CHRO), the Confidential Assistant will be responsible for administrative, logistical, and operational support and help facilitate the progression of projects and initiatives requiring the CHRO’s time, attention and work product.
• Serve as a liaison to their counterparts in senior leadership teams across the organization to enhance coordination, collaboration, and cross-departmental communication, and work to advance the mission and strategic goals of the ACLU.
• Handle information that is highly sensitive and confidential, including matters related to personnel management and labor negotiations.
• Complete a broad variety of administrative and logistical tasks that facilitate effective leadership, including: calendar management, assisting with special projects; designing and producing documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact and attendee lists; arranging travel; and completing expense reports.
• Arrange and handle all logistics for departmental and organization-wide meetings: scheduling; preparing draft agendas and talking points; developing, compiling, and distributing presentation materials; and drafting meeting minutes.
• Serve as "gatekeeper" and "gateway" for internal and external constituencies on all matters pertaining to the CHRO, including those of a highly confidential and critical nature; prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CHRO’s style and organization policy.
• Provide sophisticated calendar and task management assistance: prioritize inquiries and requests while troubleshooting conflicts; maintain an organized system of tracking, monitoring, and prioritizing tasks and projects related to the CHRO’s portfolios; make judgements and recommendations to ensure smooth day-to-day engagements.
• Work closely with the CHRO to keep them well informed of upcoming commitments and responsibilities, following up as appropriate; act as a "barometer," having a sense for the issues taking place in the environment and keeping the CHRO updated and anticipating needs in advance of engagements.
• Support management’s preparation for labor-management negotiations; provide analysis and information for use by management in bargaining; on occasion attend bargaining preparation sessions of management and bargaining sessions.
• Receive and screen communications to the CHRO, including office visitors, telephone calls, email messages, and mail; provide assistance using independent judgment to determine those requiring priority attention.
• Serve as a clearinghouse for Human Resources (HR) communications and correspondence, including internal policy documents – editing, standardizing, and consolidating all internal and external messages to ensure consistency of voice and perspective.
• Draft regular organization-wide communication(s) from HR; liaise with communications, digital, internal communications counterparts as necessary.
• Prepare ad hoc reports and perform special projects that may require researching, gathering, and organizing information from a variety of sources; assist HR staff with special projects as assigned.
• Manage special projects and initiatives, and conduct research and analyses, at the direction of CHRO; topics may include people management, organizational design, culture, learning and development, recruiting, retention, staff engagement, professional development, and performance.
• Support project managers, assistant directors, and other staff working under the CHRO with project administration, including scheduling, updating project plans, taking meeting notes, creating documentation and communications for project stakeholders.
• Manage and update intranet pages for the HR department.

Benefits

• Generous paid time-off policy
• Comprehensive healthcare benefits (including medical, dental and vision coverage, parental leave, gender affirming care & fertility treatment)
• 401k plan and employer match
• Annual professional development funds
• Internal professional development programs and workshops

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed