Administrative Assistant

Description

The American Civil Liberties Union of Virginia (ACLU-VA) is seeking candidates for an Administrative Assistant. This position will work closely with all of the organization’s teams by providing customized administrative, strategic and critical support. This position is a vital part of our operations team. 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.

RESPONSIBILITIES

General Administrative Support

• Maintain front desk coverage and serve as the primary point of contact with the public; provide exceptional  customer service to on-site callers and visitors, respond to and route email inquiries, process incoming and outgoing mail at the office and post office box;
• Assist the development team with mailings; 
• Assist the development team with managing the process of sending acknowledgment letters to members and donors;
• 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; 
• Coordinate with teams and send weekly staff meeting newsletter; 
• Facilitate staff meetings, take notes, maintain survey results and other communications;
• Collaborate and facilitate staff dialogues;
• Ensure a tidy and inviting office space; manage routine recycling, building maintenance, water, and coffee delivery programs;
• Provide support for general office copying, digital filing, or other various projects;
• Provide administrative support to all teams as needed;
• Preparation of letters, memos, and other documents;
• Assist in the management of office projects; and
• Other duties assigned by operations management.

Office Management

• Submit and follow up on maintenance requests with building management;
• Provide logistics support for virtual and in-person meetings and events;
• Ensures operation of office equipment (copy machine, postage machine, etc.) by completing preventive maintenance requirements and calling for repairs;
• Assist the executive assistant with event logistics as needed;
• Assist with improvement of operational policies;
• Attend monthly operations meetings with the national office;
• Attend internal operations meetings;
• Create and distribute organizational staff surveys;
• Participate in the development and facilitation of internal operations policy training; and
• Build and maintain vendor relationships;
• Collaborate with the director of finance and administration on office needs.

Technology

• Maintains technology, equipment, and furniture inventory;
• Oversee in-house technology help desk system by ensuring the tickets have been assigned to an IT consultant;
• Troubleshoots staff technology problems, implement corrective action procedures within prescribed guidelines, and escalates to other technical resources as appropriate;
• Assist with on and off-boarding of all staff members by providing logistics support for technology delivery and technology orientations; and
• Manage technology user accounts with the national office accounts.

SALARY RANGE: $43,470 to $73,621. Expected starting salary up to mid-range. 

Requirements

MINIMUM REQUIREMENTS

• Proficiency with office technology and information systems, including databases, online communications, word processing, spreadsheets, and video conferencing;
• Experience exercising discretion and confidentiality with sensitive information;
• Possess a strong customer-service mindset;
• Possess a desire to grow professionally;
• Willingness and availability to work occasional evenings, weekends, and overtime as necessary;
• Willingness and ability to occasionally travel throughout Virginia and to other states for conferences and training;
• 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 able to work with diverse individuals within the organization and broader community.

ESSENTIAL SKILLS & ABILITIES

• Ability to regularly and quickly jump from task to task, prioritize, stay organized, and complete assignments under strict deadlines in an occasionally stressful environment;
• High-level attention to detail, wherein you often notice things that other people miss;
• 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;
• Ability to jump in and help on any project and learn new things quickly;
• Ability to think proactively, anticipate problems, develop creative and effective solutions, and take the  initiative to facilitate smooth operations for all staff confidently;
• 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.
• Ability to communicate quickly and effectively, verbally and written; and
• Ability to travel around town for day-to-day errands.

DESIRABLE EXPERIENCE, SKILLS, & ABILITIES

• Experience coordinating and organizing logistics and travel arrangements for meetings, events, and training sessions;
• Ability to speak and write in Spanish, Korean, Vietnamese, Tagalog, Arabic, or a language spoken by impacted communities in Virginia; and
• Valid Virginia Driver’s license.

EQUIPMENT USED

• Computer, phone, copier, printer