Special Assistant to the Executive Director

ACLU - National Office • Sioux Falls, SD

7h • Hybrid

About The Position

The ACLU seeks applicants for the full-time position of Special Assistant to the Executive Director for North Dakota, South Dakota, and Wyoming based in our Chapter office in Sioux Falls, SD. This is a hybrid role that has in-office requirements of two (2) days per week or eight (8) days per month.
We are taking our organization to the next level by strengthening our legal firepower, building legislative strength, expanding communications methods, and creating winning issue campaigns. To meet these objectives, the ACLU of South Dakota, North Dakota, and Wyoming has adopted a “campaign” approach for its work. Work is focused on pursuing specific integrated advocacy campaigns to achieve measurable goals that will expand civil liberties and civil rights while building the long-term power of the ACLU and the civil liberties’ movement. The ACLU of North Dakota, South Dakota, and Wyoming is a Chapter of the ACLU.
This position is part of a collective bargaining unit. It is represented by ACLU Staff United (ASU).
Reporting to the Executive Director, the Special Assistant will provide comprehensive, high-level support to keep the Executive Director’s work organized, efficient, and well-coordinated. This role supports the management of priorities, workflows, and administrative functions, including calendar management, scheduling, travel, expense reporting, logistics, correspondence, and project tracking. The position requires a high degree of discretion, including the ability to maintain strict confidentiality and exercise strong judgment in routine decision-making. The ideal Special Assistant is proactive, highly organized, action-oriented, and a strong problem-solver with a commitment to continuous learning; they are a thoughtful helper who is comfortable seeking out information and moving work forward efficiently in a fast-paced environment. By helping organize and prepare the Executive Director’s work and ensuring the Executive Director is well informed of upcoming commitments and deadlines, the Special Assistant contributes to the smooth functioning of the organization and plays an essential role in advancing its mission to protect and expand civil rights and civil liberties in North Dakota, South Dakota, and Wyoming.

Requirements

• Administrative experience in a fast-paced office, with a track record of deftly managing competing priorities and strong organizational, communication, prioritization, and planning skills.
• Excellent written, verbal, and interpersonal skills with the ability to interface with all levels of staff at the National and Chapter Office as well as with donors and volunteers while maintaining tact, diplomacy, and confidentiality.
• Hungry to learn, curious to ask questions, and a desire to engage in exploration individually as well as being part of a team.
• Must be motivated and a self-starter with the ability to manage multiple projects; superior attention to detail with strong follow-through and ability to meet deadlines on concurrent projects.
• Highly proficient in Microsoft Office, i.e. Word, Excel, PowerPoint, Outlook and Internet usage as well as working knowledge of general office equipment i.e., copiers, printers, phone systems.
• Ability to identify needs before they arise and proactively work to address them.

Nice To Haves

• Prior experience assisting in managing an Executive’s portfolio of work preferred.

Responsibilities

• Manage and update executive director’s calendar, schedule, and contacts, keeping the ED well informed of upcoming commitments and responsibilities. As directed, coordinate logistics for external activities in collaboration with other staff
• Manage meeting logistics including but not limited to scheduling, presentations, agenda creation and minutes, and tracking assigned next steps and follow up.
• Provide administrative support by making travel arrangements, completing expense reports, and submitting reimbursements for the ED.
• Draft, edit, and produce confidential and non-confidential correspondence, memos, meeting agendas and minutes, and reports for the Executive Director.
• Systematically track communications and the status of requests and responses, including telephone calls, mail, and email handled on the Executive Director’s behalf.
• Regularly track and report the status of major projects and plans and provide updates.
• Provide development and fundraising support as assigned, including assisting with donor tracking, correspondence, database updates, research, and related administrative and project support.
• Support various confidential HR-related projects including tracking managers’ completion of annual performance reviews, assist with plans for training delivery, update organizational charts, and with other HR special projects as needed.
• Support the substantive work of the ED as needed and appropriate.
• Act as the first point of contact for individuals seeking to connect with the Executive Director, managing inquiries and directing communications appropriately.
• Prioritize conflicting needs, handle matters proactively and expeditiously, effectively manage deadlines and follow through on projects
• Devise and propose solutions to issues and see through to resolution. Maintain confidentiality of information.
• Develop systems to maintain and organize records, notes, data, and files.
• Provide administrative support to the senior leadership team as assigned.
• In addition to the above responsibilities, other duties as assigned.

Benefits

• Time away to focus on the things that matter with a generous paid time-off policy
• Focus on your well-being with comprehensive healthcare benefits (including medical, dental and vision coverage, parental leave, gender affirming care & fertility treatment)
• Plan for your retirement with 401k plan and employer match
• We support employee growth and development through annual professional development funds, internal professional development programs and workshops

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 101-250 employees