Executive Assistant

Job description

Job Title : Executive Assistant Department : Executive Reports to : Executive Director Position Overview: The American Civil Liberties Union Foundation of Georgia (ACLU-GA) is seeking a full-time Executive Assistant to provide high-level administrative and executive support to the Executive Director. As the state affiliate of the national ACLU, our mission is to preserve and expand the individual rights guaranteed by the U.S. Constitution, the Georgia Constitution, and related civil rights laws. Reporting directly to the Executive Director, the Executive Assistant will manage the Executive Director’s schedule, communications, meeting and speaking preparations, and other day-to-day administrative support . The Executive Assistant will also serve as the primary liaison to the Board of Directors, coordinate Board administration and logistics , and handle sensitive and confidential matters with discretion and sound judgment. Duties / Responsibilities: Executive Support Manage the Executive Director’s highly active calendar, including prioritizing inquiries and requests, resolving scheduling conflicts, and exercising judgment around competing priorities and commitments. Draft and prepare a variety of written communications on behalf of the Executive Director, including emails, letters, and other materials. Prepare for meetings by developing agendas, compiling and organizing materials, coordinating logistics , and ensuring the Executive Director has the information and documents needed in advance. Communicate directly and on behalf of the Executive Director with Board members, donors, staff, and other stakeholders , and serve as the primary point of contact on matters related to the Executive Director. Prepare the Executive Director for public events and speaking commitments by coordinating with appropriate staff , conducting research, and compiling background materials, talking points, and other releva nt information in advance. Research, prioritize, and follow up on issues and concerns addressed to the Executive Director, including sensitive or confidential matters , and determine the appropriate course of action, referral, or response. Maintain the Executive Director’s biography and other relevant materials and respond to requests for information about the Executive Director and the organization. Serve as a liaison between the Executive Director and members of the leadership team , facilitating communication and follow-up as needed. Support special assignments and projects for the Executive Director and other departments as needed. Board Administration Serve as the Executive Director’s liaison to the Board of Directors and provide general administrative support to Board Members as needed. Coordinate Board and Board committee meeting s and events, including maintaining annual calendars, scheduling meetings, sending reminders, drafting agendas, preparing Board packets and presentation materials, coordinating meeting logistics , and recording confidential meeting minutes in the absence of t he Board Secretary. Coordinate logistics and materials for Board training s , retreats, and other Board-related events. Collaborate with the Executive Director and Board President to coordinate new Board member orientation. Maintain Board and Board committee records and information, including contact lists, bios, an d committee lists . Adhere to applicable bylaws governing Board and Board committee matters. Desired Skills/Abilities: Strong organizational and time management skills, with the ability to manage competing priorities, meet deadlines, and follow through on assignments in a fast-paced environment. Ability to anticipate needs, identify potential issues, and take a proactive approach to problem-solving. Ability to work independently with minimal supervision. Excellent written and verbal communication skills. Strong interpersonal skills, with the ability to communicate effectively and professionally with Board members, staff, donors, external partners, and other stakeholders. Strong attention to detail and ability to maintain accuracy while managing multiple responsibilities. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Familiarity with platforms such as Microsoft Teams, SharePoint, and Asana. Ability to work with and center historically marginalized or oppressed communities of different cultures and backgrounds. This includes having a mature understanding of how structural racism, sexism, and prejudice against all kinds of marginalized communities pervade our society. Required Education and Experience: Bachelor’s degree or equivalent combination of education and relevant experience. 3-5 years of administrative support experience, preferably supporting senior-level executives. Experience providing administrative support to a Board of Directors or other governing body preferred. Experience handling sensitive and confidential information with discretion. Experience drafting, editing, and proofreading executive-level communications, presentations, or other written materials. Demonstrated commitment to civil liberties and civil rights. Hybrid/Remote Office Schedule: The ACLU of Georgia operates in a hybrid work environment. Staff are required to work in person at the Atlanta office on Tuesdays and Wednesdays each week. Remote work is permitted on other days, provided job responsibilities are met. Physical Requirements: Prolonged periods of working on a computer. Compensation: The ACLU of Georgia offers a comprehensive compensation and benefits package, commensurate with experience and within parameters of the ACLUGA’s compensation scale. The anticipated salary range for this position is $75,000-$90,000 depending on experience and qualifications. Excellent benefits include paid vacation, sick time, and holidays; medical, vision and dental insurance; life and long-term disability insurance; Flexible Spending Account; Qualified Student Loan Payment Match; and 401(k) Defined Contribution Retirement. The ACLU Foundation of Georgia is an equal opportunity / fair chance employer. We value a diverse workforce and an inclusive culture. The ACLUF-GA encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status, or record of arrest or conviction. This offer of employment is contingent upon successful completion of the E-Verify process and verification of employment eligibility.