Job Announcement: Board Relations and Executive Assistant

Board Relations and Executive Assistant

The ACLU Foundation of San Diego & Imperial Counties (ACLUF-SDIC) is seeking a full-time Board Relations and Executive Assistant to join the executive team. The position reports to the Executive Director.

The ACLUF-SDIC is a not-for-profit 501(c)3 civil liberties and civil rights organization working to advance equality, freedom, and justice. The ACLUF-SDIC affiliate covers the length of California’s border with Mexico. It has 38 staff members, 23 board members, and an annual budget of $4.8 million. The ACLUF-SDIC is also part of the ACLU Foundations of California, a collaboration of the three ACLU affiliates in California. The ACLU’s California offices are located in San Diego, El Centro, Los Angeles, Orange County, the Inland Empire, Fresno, San Francisco, and Sacramento. Together, the three affiliates have more than 300,000 members and 200 staff people in California. Additionally, we work collaboratively with our sister affiliates along the U.S-Mexico border. Beyond our sister organizations, the ACLU values partnerships and collaborations with community organizations and groups across the state and along the border.

The ACLUF-SDIC utilizes an integrated approach to our work and has a proven track record of success combining litigation, policy advocacy, legislation, research and analysis, public education, strategic communications, and community organizing to achieve meaningful social change. Our work is accomplished in conjunction with our 501(c)4 organization, the American Civil Liberties Union of San Diego & Imperial Counties. Both organizations have the same overall mission. Two separate corporate entities allow us to conduct a broad range of work to protect and advance civil liberties.

As we move into a new era and face dangerous policies that threaten our civil rights and civil liberties, we remain dedicated to confronting these issues and defending the progress we have made. We must use our decades of experience in impact litigation, legislative advocacy, and organizing to fight these un-Constitutional policies and protect our most cherished rights and freedoms.

JOB DUTIES

Provide Administrative Support to Executive Director

  • Manage Executive Director calendar; including meeting scheduling, preparation and support.
  • Coordinate and manage all Executive Director travel logistics.
  • Oversee and reconcile monthly expense reports and other administrative requirements.
  • Provide confidential administrative support.
  • Provide writing/editing assistance as needed in helping to prepare draft materials, communications, etc.
  • Perform administrative and substantive projects, or other duties as needed or assigned by Executive Director.
  • Maintain organization-wide calendar to track all events, external activities, and other important matters.
  • Create and maintain systems, utilizing appropriate technology, to manage these tasks. Identify ways to enhance the efficiency and effectiveness of central executive team administrative functions.

Provide Administrative Support to Board of Directors and Board Committees

  • Work closely with Board Engagement Officer, Board Chair and Executive Director to ensure that talents and skills of board members are continually engaged in advancing the mission and vision of the ACLU of San Diego & Imperial Counties.
  • Work closely with Executive Director and Deputy Director to ensure effective and efficient operations for both the c3 and c4 boards.
    • Provide support to Executive Director and Board Chair in setting board priorities, mission focus discussions, timelines, etc.
    • Manage all meeting and annual retreat logistics (i.e. agendas, meeting minutes, rosters, mailings lists, scheduling and meeting set-up, travel and logistics to state or national ACLU board conferences, etc.) for boards and committees.
    • Ensure accurate and up-to-date board records and files are maintained for on-going operations and historical data.
    • Attend, participate and serve as a staff resource at bi-monthly board meetings, committee meetings as needed, ensuring an exemplary meeting experience.
  • Create systems and structures to support smooth board operations (e.g. committee rosters and schedules, board orientation binders, master calendars, standardized letters and processes).
    • Manage on-going board communication and ensure effective board member experience.
    • Serve as primary contact for board leaders and members for information, support or assistance in their role.
    • Prepare draft emails and/or reminders for communication from Executive Director to Board of Directors and individual members.
    • Keep directors notified about all affiliate special events. Provide special accommodations, when necessary.
    • Manage and maintain board intranet.
  • Work closely with Executive Director and Deputy Director to anticipate and identify key organizational issues that are appropriate to communicate to board members (e.g. breaking news, etc.).
  • Manage annual board member election process and annual meeting.
  • Manage board orientation on annual basis and work closely with Executive Director and Board Engagement Officer to provide support and effectively on-board new board members.

Other Duties

  • Support Executive Administrator/Office Manager in coordinating and staffing organizational functions such as staff meetings, trainings, retreats, activities and other programs, including meeting preparation and taking notes.

Qualifications

  • A strong commitment to civil liberties and civil rights principles and the mission and vision of ACLU.
  • Bachelor’s degree, or commensurate experience is required.
  • Minimum of four years demonstrated experience staffing a board of directors, key constituents and executive level staff.
  • Experience to include meeting management, bylaws, policies and best practices related to board governance.
  • Strong communications skills, both oral and written.
  • Strong interpersonal skills, especially the ability to interface effectively with a diverse group of people, including all levels of staff and volunteers, while maintaining tact and diplomacy.
  • Ability to think proactively, anticipate problems, analyze situations, develop effective solutions, and take initiative to facilitate the smooth operations and schedules for Executive Director and Board of Directors.
  • Ability to work independently and as part of a team, meet deadlines, take initiative, maintain confidentiality and exemplify excellent judgment.
  • Must have strong organizational skills and be detail oriented.
  • Ability to assess multiple priorities and manage time appropriately.
  • Proficiency with office technology and information systems (including Word, Excel, Outlook, PowerPoint, Acrobat Reader and Skype for Business).
  • Must have the willingness and ability to adapt to change including advances in technology.
  • Experience in coordinating and organizing logistics and travel arrangements for meetings, events, and trainings.
  • Must be available for occasional weekend and evening responsibilities.
  • Willing to work flexible hours, including evenings and weekends.
  • Must be available for some travel within the San Diego and Imperial Counties region.
  • Physical ability to set-up, staff, and clean-up from meetings and events, including moving chairs and tables, and carrying boxes and equipment.

Reporting and Supervision

The Executive Assistant will report directly to the Executive Director and be part of the Executive Team.

 Compensation

Competitive compensation commensurate with experience. Excellent benefits.

Application Procedure: 

Applicants should submit a resume and a cover letter describing, in particular, the applicant’s interest in working for the ACLU and his or her qualifications for the position described above, and provide a minimum of three references. Please put “Board Relations and Executive Assistant – your name” in the subject line of your email. If possible, please include the cover letter and resume together in one PDF file.

Electronic applications are preferred. Please email to [email protected].

However, hard-copy applications can be mailed to:

ACLU of San Diego & Imperial Counties
ATTN: Deputy Director
PO Box 87131
San Diego, CA 92138-7131

The ACLU is an equal opportunity/affirmative action employer and encourages applications from women, people of color, persons with disabilities, lesbian, gay, bisexual, and transgender individuals, veterans, and people with arrest records and/or convictions.