Executive Assistant

The American Civil Liberties Union of Missouri, Foundation Inc., “ACLU-MO” seeks a full-time Executive Assistant based out of our St. Louis office who will provide overall support for the Executive Director, Board relations, limited financial, and as needed, development. The position requires attendance at some evening/weekend meetings and events, and the ability to maintain strict confidentiality, exercise sound independent judgment and take initiative.

Founded in 1920, the ACLU-MO is one of Missouri’s premier public advocacy organizations. Headquartered in St. Louis, our non-profit, non-partisan public interest law firm is committed to defending and expanding civil liberties to achieve the promise of equality and liberty for all in Missouri through impact litigation and campaigns, narrative and legislative advocacy, and community education and engagement on a broad range of issues. The ACLU-MO is an IRS 501(c)(3) organization and works closely with its sister 501(c)(4) organization.

We have a diverse staff of individuals, with offices in St. Louis and Kansas City. To learn more about our work, please visit www.aclu-mo.org and www.aclu.org.

ESSENTIAL DUTIES AND RESPONSIBLITIES

EXECUTIVE DIRECTOR SUPPORT

• As needed, draft, edit and produce confidential and non-confidential correspondence, memos and reports for the Executive Director.
• Support the substantive work of the ED as needed and appropriate.
• Maintain and update Executive Director’s calendar and contacts.
• Track and respond to communications (telephone calls, mail, and email) to ED.
• Manage meetings, travel arrangements and reimbursement for the Executive Director.
• Support varied confidential HR-related projects for the ED, including managing completion of senior leadership annual performance reviews.
• Support senior leadership with preparations for staff labor union negotiations as needed, including scheduling and material preparations.

BOARD SUPPORT AND LIASION

• Serve as the Executive Director’s liaison and provide support to the Board of Directors; arrange and handle all logistics for Board related activities including meetings, trainings, and events: schedule meetings; draft agendas; develop, compile, and distribute meeting materials; and record minutes in the absence of the Board Secretary.
• Update board member and committee lists; produce, update and distribute directory to board and staff.
• Maintain discretion and confidentiality in relationships with all board members.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee maters, including advance distribution of materials before meetings in electronic format.

EXECUTIVE LEADERSHIP SUPPORT

• Assist ED in scheduling donor meetings and contacts.
• Participate in donor strategy meetings and preparation of ED to take notes and support the work of the development department.
• Maintain and strengthen relationships with donors in the ED portfolio through regular contact and conversations, as well as thank you cards as appropriate to maintain strong ED-donor relationships.
• Ensure appropriate follow-up with donors after and between ED meetings and provide updates to the Chief Development Officer.
• Manage staff credit card receipts and submissions to the Deputy Executive Director.
• Perform basic bookkeeping duties as assigned by the Deputy Executive Director.
• In addition to the above responsibilities, other duties as assigned.

QUALIFICATIONS:

• 3 of more years of office management/executive administrative support experience.
• Prior experience supporting C-level Executives
• Previous experience with a Board of Directors/Governing Board.
• Sophisticated computer and clerical skills, including Microsoft Word, Excel and Outlook.
• Working knowledge of general office equipment i.e., copiers, printers, phone systems.
• Ability to set priorities and meet deadlines on concurrent projects in a fast-paced, occasionally stressful environment.
• Ability to think proactively, anticipate problems, develop creative and effective solutions, and take the initiative to facilitate smooth operations for all staff confidently.
• Ability to develop effective organizational systems and understand the practices and policies that are necessary to help maintain a high-performing, employee-friendly environment.
• A confident and professional work style, superior problem-solving skills, and an ability to work creatively and independently.
• Impeccable organization skills with high attention to details.
• Excellent oral and written skills. The ability to communicate and work effectively with staff, board members, donors, and the public.
• Superior proofreading skills are a must.
• Experience and ability maintaining discretion and exercising confidentiality with sensitive information.
• Ability to jump in and help on any project and learn new things quickly.
• Knowledge of, or ability to quickly acquire familiarity with the basic roles and functions of a finance department and finance software. Experience with QuickBooks Online a plus but not required.
• Ability to regularly and quickly jump from task to task, prioritize and stay organized.
• Ability to travel.
• Willingness and availability to work occasional evenings and weekends with advance notice, during times of office events, meetings, or busy seasons.

PHYSICAL REQUIREMENTS

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

This job announcement provides a general but not comprehensive list of the essential responsibilities and qualifications required. It does not represent a contract of employment, and the description and/or posting may be changed at any time without advance notice.

COMPENSATION AND TERMS

ACLU-MO offers a generous benefits package, which includes paid vacation and holidays; medical, dental, vision, life, and disability insurance; and employer contributions to a 401(K)-retirement plan. This is a full-time, exempt position under the Fair Labor Standards Act. The base salary for this position is $56,040.

TO APPLY

Please Submit:

1. A copy of your resume that lists relevant experiences.
2. Three professional References.
3. A cover letter describing your qualifications and your interest in this role with the ACLU of Missouri. Application materials should be sent to: application@aclu-mo.org. Please indicate “Executive Assistant” in the subject line of your email.

DEADLINE:

The application materials will be reviewed as received and will be accepted until the position is filled.

ACLU values a diverse workforce and an inclusive culture. The ACLU 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 and record of arrest or conviction.

To ensure that people with disabilities have full opportunities for employment in all positions. We encourage applicants with disabilities who may need accommodations in the application process to notify us at: application@aclu-mo.org.