Executive Assistant

New York Civil Liberties Union Foundation•New York, NY

25d•Hybrid

About The Position

The Executive Assistant, under the supervision of the Special Assistant to the Executive Director, provides 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.

Requirements

Bachelor’s degree required
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.
Ability to work independently and collaboratively in a team-oriented environment.

Nice To Haves

Commitment to racial and social justice issues
fluency with historical and contemporary work of the ACLU and peer organizations preferred.

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.
Coordinate 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.
Coordinate and compile departmental submissions for regular reporting to the Board of Directors.