Confidential Assistant to the ACLU President and Board Chair (Term-Limited)

About this role

ABOUT THE JOB

The ACLU seeks applicants for the full -time position of Confidential Assistant to the ACLU President to serve a two-year, term-limited role supporting the ACLU President who chairs the ACLU Board of Directors. T his role is eligible for remote work based out of a United States location.

The President serves as a spokesperson and a public leader of the National ACLU. The President, who is a volunteer board leader and not a member of the staff, collaborates closely with the Executive Director and chairs the ACLU’s National Board of Directors – a 69-member body with representatives from our nationwide network of 54 ACLU affiliates. The National Board oversees policy development covering substantive civil liberties and organizational issues. The ACLU President also leads the National Board’s 12-member Executive Committee tasked with overseeing the organization’s management and financial structures. The Executive Committee, working closely with ACLU Senior Staff, provides expertise and critical leadership on organizational and board matters.

WHAT YOU'LL DO

Reporting to the ACLU President , the Confidential Assistant will be responsible for supporting the ACLU President’s priorities and engagements. Day-to-day, this includes providing one-on-one support and serving as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the ACLU President . The Confidential Assistant will have the ability to work independently on projects from conception to completion and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with independent judgment and discretion including matters related to the budget . While the position is fully remote and principally serves the ACLU President, who is the Jacob K. Javits Professor at New York University and professor of clinical law at NYU Law, it also has accountabilities to the Senior Director of Board Governance in the Executive Department of the ACLU’s National office in New York, NY.

YOUR DAY TO DAY

• Responsible for a broad range of administrative and logistical tasks for the President including, but not limited to: 

• Managing an active calendar of engagements; prioritizing inquiries, appointments, and requests while troubleshooting conflicts;

• Making judgments and strategic recommendations to ensure smooth day-to-day and longer-term engagements to maximize the President’s time;

• Completing expense reports;

• Drafting confidential correspondence;

• Arranging complex and detailed travel plans, itineraries, and agendas

• Advancing meetings, speaking events, and trips as necessary, including:

• Logistical coordination, venue walkthroughs, minute-by-minute scheduling with all contact info, locations, dress codes, etc.

• Security Arrangements: Coordinating with venue or external teams for safety if necessary.

• Preparing Briefing Materials: talking points, bios of attendees or hosts, speech drafts, Q&A prep.

• Contingency Planning: Preparing backup plans for delays, cancellations, or tech issues.

• Attending talks, taking notes and ensuring follow-up

• Occasionally moves or transports materials (e.g., documents and meeting supplies) up to 25 pounds to and from meeting sites.

• Plan, coordinate, and ensure the President’s time and schedule are respectfully managed and executed

• Serve as principal "gatekeeper" and "gateway," to pre-screen requests for the President’s time whether it is speaking events, meetings or attending events; consult with relevant stakeholders as needed to reach decisions

• Communicate directly, and on behalf of the President, with ACLU staff and Board members, donors, and others, on matters related to President’s schedule and activities, and in a manner that reflects the President’s priorities

• Research, prioritize, and follow up on incoming issues and concerns, including those of a sensitive or confidential nature; determine appropriate course of action, referral, or response

• Provides a bridge for smooth communication between the President and Executive department at the National organization, as well as other internal departments in a manner that maintains credibility, trust, and support with ACLU senior leadership

• Support the building of relationships crucial to the success of the organization, Board of Directors, and President’s office

• Draft critical deliverables, including personal correspondence and other written assignments

• Assess and prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures

• Prepare the President for National Board meetings, including executive sessions when highly confidential matters are discussed; these include but are not limited to privileged information and labor relations matters pertaining to bargaining

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the President, including those of a highly confidential or critical nature

• Engage in special projects and other duties as assigned

FUTURE ACLU'ERS WILL

• Be committed to advancing the mission of the ACLU

• Center and embed the principles of equity, inclusion and belonging in their work by demonstrating commitment to diversity with an approach that respects and values multiple perspectives

• Be committed to work collaboratively and respectfully toward resolving obstacles and conflicts

WHAT YOU'LL BRING

• Significant demonstrated experience in an executive-level support position

• Highly organized with strong attention to detail and ability to exercise a high level of discretion, confidentiality, and professional integrity

• Excellent interpersonal skills with the ability to engage stakeholders at all levels

• Demonstrated project management skills with a record of success in complex, fast paced work environments with ability to ma

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