Advocacy Executive Assistant

About the ACLU of Illinois

The ACLU of Illinois is one of the largest state affiliates of the American Civil Liberties Union, a nationwide, non-partisan membership organization dedicated to the defense and expansion of civil rights and civil liberties. The ACLU has been at the forefront of every major battle for civil liberties and social justice in this country and continues to work through integrated advocacy to advance equality, fairness, and freedom, especially for the most vulnerable in our society.

Job Description

The American Civil Liberties Union of Illinois seeks a full-time Advocacy Executive Assistant to support the work and efforts of the Advocacy Department. This position requires executive assistant 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 and scheduling abilities.

Supervisory Responsibilities

None

Employment Status

The Advocacy Executive Assistant is an exempt union position that is part of a bargaining unit represented by the National Organization of Legal Services Workers / United Auto Workers Local 2320.

ACLU-IL staff are based in Chicago, IL. Working remotely one day a week is permitted for this position during some portions of the year, depending on the needs of the department and the organization.

Responsibilities

Executive Assistant Support Responsibilities

• Provide executive assistant support for the Advocacy and Intergovernmental Affairs Director.
• 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 the Director’s 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.
• 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 scheduling, arranging catering, managing hybrid and virtual meeting components, and notetaking.
• 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.
• Document creation, updating and editing, binder development, and copying and compiling materials.

Departmental 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 and managing calendar holds.
• Prepare initial drafts of documents as requested.
• Proofread documents as requested.
• Assist with virtual and off-site events, convenings, town halls, and coalition meetings, including managing RSVPs and coordinating location or venue needs, including on some mornings, evenings, and weekends.
• Implement and maintain procedures and administrative systems, including managing databases and filing systems.
• Maintain database on program-related activities for department members.
• Assist with execution of department-wide planning and development.
• Track CLE Compliance and ARDC registration for attorneys.

General Responsibilities

• Collaborate across departments on integrated advocacy needs, partnerships, and scheduling.
• Support ongoing annual events.
• Coordinate, draft, and edit quarterly board reports.
• In conjunction with the Human Resources Department, track and organize applications for fellowships and staff positions in the Advocacy Department and schedule interviews.
• Assist with onboarding and orientation for new Advocacy Department staff and memorialize the administrative process.
• Support initiative campaign and implementation work as needed.
• Perform other related duties as assigned.
• The Advocacy Executive 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

• At least 3 years of full-time executive assistant experience, including calendar and scheduling support.
• 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.
• Strong analytical and problem-solving skills.
• Ability to collaboratively develop innovative systems and processes to meet evolving team needs.
• Advanced proficiency with Windows Operating System, especially with Microsoft Suite including 365 and Teams, Outlook, Adobe Acrobat, Word, PowerPoint, and other Office programs; facility with email merge, spreadsheets, tables, and charts, and the ability to learn organization-specific software if required.
• Excellent oral and written communications skills.
• Ability to work effectively with colleagues, community partners, and individuals with different backgrounds and experiences.
• Willingness to travel throughout Illinois and to work beyond the normal workday and/or weekends when needed.
• Commitment to advancing ACLU of Illinois mission, goals, and programs.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift to 10 pounds at times.

Salary and Benefits

The salary range for this position is $53,000 to $60,000, commensurate with experience. As an example, the annual salary for an individual with 3 years of executive assistance experience is $53,000. Salary will be higher depending on additional experience.

Benefits include:

Vacation: 15 days of paid vacation in the first year and 20 days of paid vacation thereafter.

Health benefits: 100% employer-paid premiums for medical, vision, and dental insurance for staff and eligible dependents.

Retirement benefits: 6% employer-paid retirement contribution after 1 year without any employee contribution, plus 50% employer retirement match of each $125 deduction made through payroll deduction.

Other benefits: 100% employer-paid life insurance; employee assistance program; short and long-term disability insurance. Paid parental leave after 1 year. Flexible spending account.

ACLU Employment 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, criminal record, or veteran status.

The ACLU-IL is committed to providing reasonable accommodation to individuals with disabilities. If you need assistance applying online, please email jalicea@aclu-il.org. You will receive additional information regarding how to request accommodation for the interview process.

How to Apply

Visit our application site for this position: https://recruiting.paylocity.com/recruiting/jobs/Details/3577208/Roger-Baldwin-Foundation-of-ACLU-Inc/Advocacy-Executive-Assistant

The salary range for this position is $53,000 to $60,000, commensurate with experience. As an example, the annual salary for an individual with 3 years of executive assistance experience is $53,000. Salary will be higher depending on additional experience.

Benefits include:

Vacation: 15 days of paid vacation in the first year and 20 days of paid vacation thereafter.

Health benefits: 100% employer-paid premiums for medical, vision, and dental insurance for staff and eligible dependents.

Retirement benefits: 6% employer-paid retirement contribution after 1 year without any employee contribution, plus 50% employer retirement match of each $125 deduction made through payroll deduction.

Other benefits: 100% employer-paid life insurance; employee assistance program; short and long-term disability insurance. Paid parental leave after 1 year. Flexible spending account.