Confidential Assistant to the Deputy Chief Operating Officer and the Chief Financial Officer

ACLU - National Office • New York, NY

5d • Hybrid

About The Position

The ACLU seeks applicants for the full-time position of Confidential Assistant to the Deputy Chief Operating Officer (DCOO) and the Chief Financial Officer (CFO) in the Administration and 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.
Responsible for safeguarding the financial resources of the organization, the Finance department manages the financial activities of the National ACLU. From paying vendors to forecasting budgets, and everything in-between, we take pride in providing the resources and the platform for informed financial decision-making.
The Business Operations and Support Services (BOSS) department, in the office of the Chief Operating Officer, works to enable organizational and operational effectiveness by partnering with ACLU staff across the enterprise to provide business solutions, training, physical space planning, facilities operations, capital projects, records management and archives services. The department continually evaluates operations to maximize resources, mitigate risk, ensure accessibility and inclusion, and achieve the organization’s strategic goals.

Requirements

• Significant executive support experience, including supporting C-level executives and board members.
• Excellent judgment 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

• Provide administrative, logistical, and operational support to the Deputy Chief Operating Officer (DCOO) and the Chief Financial Officer (CFO).
• Facilitate the progression of projects and initiatives requiring the DCOO’s and CFO’s time, attention, and work product.
• Serve as a liaison to counterparts in senior leadership teams across the organization to enhance coordination, collaboration, and cross-departmental communication.
• Handle highly sensitive and confidential information, including ensuring the CFO’s accountabilities to the National Board and participation in labor negotiations are met.
• Complete a broad variety of administrative and logistical tasks including calendar management, assisting with special projects, designing and producing documents, reports, and presentations, collecting and preparing information for meetings, composing correspondence, maintaining contact lists, arranging travel, and completing expense reports.
• Serve as "gatekeeper" and "gateway" for internal and external constituencies on all matters pertaining to the DCOO and CFO, prioritizing and determining appropriate course of action, referral, or response.
• Provide sophisticated calendar and task management assistance, prioritizing inquiries and requests while troubleshooting conflicts.
• Maintain an organized system of tracking, monitoring, and prioritizing tasks and projects related to the DCOO’s and CFO’s portfolios.
• Receive and screen communications to the DCOO and CFO, providing assistance using independent judgment.
• Keep the DCOO and CFO informed of upcoming commitments and responsibilities, following up as appropriate.
• Support departmental projects to improve internal operations, including designing, documenting, and implementing effective processes for sharing information.
• Prepare ad hoc reports and perform special projects that may require researching, gathering, and organizing information.
• Assist assigned staff with special projects as assigned.
• Support project managers working under the DCOO and CFO with project administration, including scheduling, updating project plans, taking meeting notes, creating documentation and communications.
• Manage and update intranet pages for Finance and Business Operations and Support Services (BOSS) departments.
• Act as a liaison and provide support to finance-related committees of the National Board of Directors, arranging and handling all logistics for committee meetings.
• Work seamlessly with the Finance Operations team to drive efficiencies for the larger Finance department.
• Coordinate all Finance Leadership and Finance department meetings and retreats.
• Participate in management’s preparation for labor-management negotiations, providing analysis and information for use by management in bargaining.
• On occasion, attend bargaining preparation sessions of management and bargaining sessions.
• Engage in special projects and other duties as assigned.

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