Administrative Assistant

The American Civil Liberties Union of Virginia (ACLU-VA) seeks a motivated organized and detailed-oriented Administrative Assistant to join our organization. This position will work closely with all of the organizations teams by providing customized administrative strategic and critical support. The Administrative Assistant should have an intuitive ability to anticipate and solve problems strong organizational skills a collaborative work ethic a customer service mindset the ability to maintain confidentiality and attention to detail. This position is required to be in office 2-3 days a week.

RESPONSIBILITIES

General Admin Support

• Maintain front desk coverage and serve as the primary point of contact with the public; provide exceptional customer service respond to and route email and phone/voicemail inquiries process incoming and outgoing mail at the office and post office box;
• Perform general clerical and administrative duties including copying scanning filing and mailing;
• Arrange and prepare for remote and in-person meetings;
• Provide administrative support to all teams as needed;
• Coordinate with and manage vendors;
• Implement and maintain office systems order office supplies book travel arrangements maintain postal permits and oversee shared resources;
• Facilitate collaboration among staff by maintaining a central calendar of office meetings office closings and holidays;
• Send communications and notices to staff;
• Assist in the management of office projects;
• Support the Development Communications Finance and Programs teams as needed; and
• Other duties as assigned.

Office Management

• Ensure a tidy and inviting office space;
• Manage and oversee office and equipment maintenance;
• Coordinate and manage scheduled office service providers (i.e. water delivery shredding etc.);
• Build and maintain vendor relationships;
• Provide logistics support for virtual and in-person meetings and events;
• Assist with improvement of operational policies;
• Attend monthly operations meetings with the national office;
• Attend internal operations meetings;
• Create and distribute organizational staff surveys; and
• Collaborate with the Chief of Operations People and Culture on office needs.

Event Planning and Logistics

• Assist with planning and coordinating various events from meetings and conferences to social gatherings;
• Create and maintain event timelines schedules and guest lists; and
• Help with on-site support including event setup and breakdown.

SALARY RANGE: $56000 to $80149 with a mid-point of $68074. Compensation offers will generally be somewhere between the starting point and the midpoint of the range and are based on a candidates specific experience and current market factors at the time of the offer. To preserve the opportunity for advancement we do not typically hire above the midpoint of the range.

In addition we offer excellent benefits including paid time off generous paid holidays a 401k plan with employer contribution flexible spending account paid medical dental and vision insurance 50% employer-paid dependent medical coverage life insurance wi-fi stipend wellness stipend student loan assistance annual sick leave short-term and long-term disability insurance and professional development allowances.

Due to COVID-19 and our desire to keep our employees safe our organization is currently following a long-term hybrid work policy. This position will require a frequent presence in the downtown Richmond office. All ACLU-VA staff members must reside within Virginia or within a 150-mile radius of our downtown Richmond office.

MINIMUM REQUIREMENTS

• Proficiency with Microsoft Office Adobe Acrobat and experience with mail merge spreadsheets and databases.
• The ability to stay organized pay attention to details and manage time effectively.
• Strong oral and written communications skills;
• Experience exercising discretion and confidentiality with sensitive information;
• A valid drivers license and reliable transportation;
• Willingness and availability to work occasional evenings weekends and overtime as necessary;
• A commitment to the mission and values of the ACLU of Virginia racial justice and civil rights issues and an understanding that these issues are central to the overall protection of civil liberties; and
• A commitment to diversity equity and inclusion to refrain from unlawful discrimination and to comply fully with all applicable laws; a personal approach that values the individual and respects differences of race ethnicity and national origin age gender sexual orientation gender identity religion ability and socio-economic circumstance and the ability to work with diverse individuals within the organization and broader community.

ESSENTIAL SKILLS & ABILITIES

• The ability to handle various sometimes unexpected tasks in a fast-paced environment;
• The ability to multitask pay close attention to detail and solve problems effectively;
• The ability to work independently and collaborate with others as part of a team;
• Willingness to take personal responsibility for the success of your work whether it requires managing behind the scenes processes engaging with a team or setting others up to execute effectively;
• Strong interpersonal skills and the ability to represent the organization to the public and interface with all levels of staff interns and volunteers while maintaining tact and diplomacy;
• The ability to communicate quickly and effectively verbally and written; and
• The ability to travel around town for day-to-day errands.

DESIRABLE EXPERIENCE SKILLS & ABILITIES

• The ability to speak and write in Spanish Korean Vietnamese Tagalog Arabic or a language spoken by impacted communities in Virginia

EQUIPMENT USED

• Computer phone copier printer

DISCLAIMER: Nothing in this job description restricts the rights of the Executive Director or Chief of Operations People and Culture from assigning other duties or responsibilities to this job at any time.

The ACLU of Virginia is an equal opportunity employer. We strongly encourage applications from Black Indigenous and other people of color immigrants people with disabilities bi- or multi-lingual (including Indigenous languages) speakers multi-cultural individuals members of the LGBTQ community those who have been formerly incarcerated or are currently under supervision and other people from underrepresented and historically marginalized groups. We seek to build a diverse team and an inclusive organizational culture. All qualified applicants who share our vision and who have a desire to contribute to our mission are encouraged to apply.

The ACLU of Virginia is committed to providing reasonable accommodations to individuals with disabilities. If you are a qualified individual with a disability and need assistance applying online please email If you are selected for an interview you will receive additional information regarding how to request an accommodation for the interview process.