This is a full time (40 hours) 1-year grant funded position, with the ability to review extension based on future funding opportunities.
This position is based in Oklahoma City.
Compensation for this position is $45,000 with limited benefits that include paid vacation, medical, dental, and vision insurance, 401(k), life and long-term disability insurance, and generous paid holidays.
THE WORK OF ACLU OF OKLAHOMA FOUNDATION
The American Civil Liberties Union of Oklahoma is a nonprofit, non-partisan, privately funded organization devoted exclusively to the defense and promotion of the individual rights secured by the U.S. and Oklahoma constitutions.
The ACLU of Oklahoma is an affiliate of the American Civil Liberties Union, a national not-for- profit, non-partisan, voluntary organization founded in 1920. The ACLU is a nationwide network of staffed offices in every state, Washington, D.C. and Puerto Rico. Its purpose is to protect those rights guaranteed by the United States Constitution and the Bill of Rights. The Oklahoma affiliate was established in 1964 and opened its first headquarters in 1973.
The ACLU of Oklahoma has a proud history of advocating in Oklahoma for the rights of institutionalized persons; educators; students; persons who speak out against governmental abuse; women; and minorities of religious, ethnic, or racial character.
ACLU of Oklahoma works closely with its national headquarters in New York, its national lobbying office in Washington, D.C., and affiliates in every state across the country and Puerto Rico. It also works in coalition with many other organizations to improve the quality of life for all by preserving freedom.
Reporting directly to the Executive Director, the administrative assistant provides executive support in a one-on-one working relationship. The administrative assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Director. The administrative assistant must be creative and enjoy working within a small, diverse, environment that is mission-driven, results-driven and community oriented.
The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills. The administrative 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.
Duties and Responsibilities:
- Completes a broad variety of administrative tasks for the Executive Director including managing an extremely active calendar of appointments; prioritizing inquiries and requests while troubleshooting conflicts; making judgments and recommendations to ensure smooth day-to-day engagements; completing expense reports; composing and preparing confidential correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Plans, coordinates, and ensures the Executive Director’s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Executive Director’s time and office.
- Communicates directly, and on behalf of the Executive Director, with Board members, donors, staff, and others, on matters related to Executive Director’s programmatic initiatives.
- Provides a bridge for smooth communication between the Executive Director and internal departments; demonstrates leadership to maintain credibility, trust, and support with senior management staff.
- Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Executive Director, some of which may have organizational impact.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive Director’s ability to effectively lead the organization.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows- through on projects to successful completion, often with deadline pressures.
- Serves as the Executive Director’s liaison and provides support to the Board of Directors; arranges and handles all logistics for Board meetings and events: schedules meetings; drafts agendas; develops, compiles, and distributes presentation materials; and records confidential meeting minutes in the absence of the Board Secretary.
- Assists board members with travel arrangements, lodging, and meal planning as needed.
- Maintains discretion and confidentiality in relationships with all board members.
- Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
- Experience and interest in internal and external communications, partnership development, and fundraising.
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
- Bookkeeping skills preferred but not required.
- Human Resources skills preferred but not required.
Applications, including a cover letter, resume, and list of three professional references, should be submitted at firstname.lastname@example.org.
To facilitate our review, your emails should have the subject line: “[Your last name] Executive Assistant Application.” We will review applications on a rolling basis until the position is filled.