Advocacy Administrative Assistant
The American Civil Liberties Union of Illinois (ACLU-IL) seeks a full-time Advocacy Administrative Assistant to support the work and efforts of the Advocacy Department. This position requires administrative experience, the ability to exercise sound independent judgment, multi-task, take initiative, meet deadlines, and maintain confidentiality.
The successful candidate will have excellent verbal and written communication skills and strong organizational abilities. A commitment to civil liberties and civil rights principles is essential.
The Advocacy Administrative Assistant will report to the Advocacy and Intergovernmental Affairs Director. This role is based in Chicago and will be expected to work in-person from the Chicago office 3-5 days per week. This is a full-time non-exempt union position that is part of a bargaining unit represented by the National Organization of Legal Services Workers/United Auto Workers Local 2320.
PROGRAM DIRECTOR ADMINISTRATIVE SUPPORT RESPONISBILITIES:
- Serve as a point person for requests of the director, helping to organize and prioritize incoming questions, approval requests, input needs, and action items
- Support in managing and optimizing calendar, and protecting space to focus on priorities, achieving objectives for managing time, and responding to requests for scheduling and calendar availability
- Schedule in-person and virtual meetings with internal and external stakeholders in a quick, friendly, and flexible manner with attention to details
- Prepare or source meeting agendas and materials through proactive communication and collaboration with team members, ensuring the director is provided with timely, accurate information and documentation for meetings and presentations, including updating all information in Outlook calendar platform
- Provide meeting support, including notetaking in meetings as needed, including conversations and meetings that include potentially sensitive information
- Maintain a working knowledge of upcoming deliverables and projects that require the director’s time; provide frequent reminders, in the format the director prefers, regarding next steps and upcoming asks and tasks, which may include preparing frequent communications, emails, letters, and memoranda, including to legislative offices
- When needed, document creation and editing, binder development, and materials copying and compilation
DEPARTMENTAL AND SUPPORT RESPONSIBILITIES:
- Proactively identify and fulfill day-to-day administrative assistance support needs of the Advocacy Department
- Provide scheduling and logistical support for meetings, both in and out of the office, including managing meeting schedules, agendas, travel arrangements, and other logistics
- Manage team calendar overview, including scheduling meetings as well as creating calendar holds for legislative session dates, recurring meetings, evaluations, goal-settings, and office closures
- Assist with events, convenings, town halls, and coalition meetings, including managing RSVPs and coordinating location or venue needs
- Implement and maintain procedures and administrative systems, including managing databases and filing systems
- Maintain database on speaking engagements for department members
- Collaborate within and across departments on integrated advocacy needs, partnerships, and scheduling
- Support ongoing annual events, including Advocacy Department needs for the annual ACLU Lunch, Annual Legislator Awards, and ACLU-IL Advocacy Chapter Meetings
- As-needed support in the drafting and coordination of quarterly department board reports
- Assist with execution of department-wide planning and development, and support of hiring processes
- Support initiative campaign and implementation work as needed
- The Advocacy Administrative Assistant will be required to work proactively and responsively, often including evenings and weekends, while the Illinois General Assembly is in Session. This includes most weeks from January through May, for two weeks in the Fall Veto Session, and in January of election years for Lame Duck Session
QUALIFICATIONS AND SKILLS
- 2-4 years of relevant administrative, paralegal, or executive assistant experience required
- Experience working full-time in an office environment, with the understanding this role may need to be in-person in the office more than the minimum number of hybrid workdays
- Strong organizational skills, including attention to detail and the ability to manage multiple priorities effectively
- Ability to follow directions, exercise sound independent judgment, work independently and on a team, meet deadlines, and maintain confidentiality
- Ability to problem solve and collaboratively develop innovative systems and processes to meet evolving team needs
- Proficiency with Windows Operating System, especially with Microsoft Suite including 365 and Teams, Outlook, Adobe Acrobat, Word, PowerPoint, and other Office programs, including facility with email merge, spreadsheets, tables, and charts, and the ability to learn company-specific software if required
- Excellent oral and written communications skills
- Experience, or the ability to learn, working with video-based meeting systems (e.g., Zoom, Teams)
- Experience working with individuals and communities with diverse identities
SALARY AND BENEFITS
Benefits include 20 days of paid vacation (pro-rated the first year); 100% employer-paid medical, vision, and dental insurance for staff and eligible dependents; a 403(b)-retirement benefits plan with employer match; life insurance; and long-term disability insurance. In accordance with the ACLU salary scale and commensurate with experience, the salary range for this position is $52,500 to $57,500.
JOB APPLICATION STATEMENT
The ACLU of Illinois is an equal opportunity employer. We value a diverse workforce and encourage 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, or veteran status.
The ACLU is committed to providing reasonable accommodation to individuals with disabilities. If you need assistance applying online, please email firstname.lastname@example.org. If you are selected for an interview, you will receive additional information regarding how to request accommodation for the interview process.
HOW TO APPLY
Please fill out the fields below. Then, applicants should email a resume and cover letter to AdvocacyJobs@aclu-il.org and use the subject line “Advocacy Administrative Assistant”. Applications will be accepted until the position is filled. No calls, please.