Administrative Assistant

San Francisco, California, United States Full-time

Administrative Assistant

Location: San Francisco, CA

Application deadline: Open until filled

 

The Opportunity

The American Civil Liberties Union of Northern California (ACLU-NC) seeks a motivated, organized, and capable Administrative Assistant to join our Finance and Administration Department. The position will manage a wide range of administrative activities to support the ACLU-NC’s finance and operations. The position will be based in our San Francisco office and reports directly to the Director of Finance and Administration.

The Approach

You are a self-starter who thrives in a busy, bustling environment with the ability to easily balance multiple projects while staying focused on the details that matter. You work well under pressure and are professional at all times with strong oral and written communication skills. You are comfortable in a support role, ask the right questions and take initiative in completing tasks. You treat every person with whom you work with dignity and respect and actively work to foster an equitable and inclusive experience for staff, clients, and other partners in your work.

The Position

You will directly contribute to the Finance & Administration’s team efforts to provide administrative support to the Director of Finance & Administration, provide administrative support for several Board Committees, and provide operational and finance support to maintain our San Francisco office’s operations

About the Organization

The ACLU-NC is an affiliate of a nationwide, non-profit, non-partisan organization dedicated to the defense and expansion of civil liberties and civil rights. For most of the last century, it has been at the heart of many of the most major – and sometimes controversial – struggles for civil liberties and civil rights in our state. Our mission is to ensure that Constitutional rights don’t just exist on paper, but are protected in practice. As we move into a new era and face dangerous policies that threaten our civil rights and civil liberties, we remain dedicated to confronting these issues and defending the progress we have made. We must use our decades of experience in impact litigation, legislative advocacy, and fearless organizing to fight these un-American policies and protect our most cherished rights and freedoms. We are the resistance. Join us.

Duties and Responsibilities

Administrative Support to the Director of Finance & Administration

  • Organize Director’s schedule/calendar and travel arrangements;
  • Assist with coordination of team meetings and any affiliate related retreats
  • Organize and prepare information for Director’s use in external and internal meetings, presentations and report generation
  • Assist with other projects as needed

Administrative Support for select Board Committees

  • Maintain committee rosters and meeting schedules
  • Load all related information into Board Max
  • Prepare meeting materials, organize logistics (includes catering orders, AV set up, meeting set up and break down) for Committee meetings
  • Send out communications as needed to Committee members
  • Take meeting minutes as needed
  • Conduct research for board and staff about policies
  • Edit/format/prepare documents
  • Help keep those that are staffing these committees stay on track of deadlines, etc.
  • Provide back up for Board activities for the Executive Assistant

Assistance to the Finance unit:

  • Run reports out of accounting software
  • Verify expense allowability in reimbursement system
  • Assist with researching variances on the ledger
  • Prepare meeting materials and reports for the Director of Finance & Administration
  • Back up for accounts payable processing
  • Other related projects as needed, such as assistance with creating presentation materials, completing forms

SF Office Operations Support

  • Contract maintenance:
    • Organize, track and maintain lease/rental/contract agreements
    • Assist with renewals
    • Act as a liaison with the various parties involved
    • Track contract expiration dates and coordinate renewals as needed
  • Purchasing:
    • Oversee the inventory of office supplies, including maintaining a regular stock of supplies, responding to supply requests, ordering supplies as needed and anticipating requirements, stocking supplies and maintaining an organized supply room
    • Take purchase requests from various departments and get price quotes from suppliers.
    • Contact suppliers to schedule deliveries or to discuss shortages or missed deliveries.
    • Maintain purchasing files, inventories, and price lists, and anticipate supply shortages.
    • Prepare purchase orders on behalf of the organization.
    • Review prices and product specifications from various suppliers to determine which would provide the best deal.
    • Track deliveries and make sure their companies receive exactly what was ordered from suppliers.
    • Answer supplier and customer inquiries about order changes or cancellations and check requisition orders for accuracy and against current stock.
  • IT & Office equipment (back up to IT/Logistics Assistant):
  • Maintain office equipment, such as fax machines, computers, phone system, copiers and printers, AV equipment; internet service, etc., conduct preventive maintenance, troubleshoot problems and call for repairs, as necessary;
    • Set up of AV equipment for meetings
    • Act as the on site point of contact for our offsite IT support
  • Assist with IT equipment ordering (phones, laptops, hardware, accessories, software)
  • Space & Logistics:
    • Assist the IT and Logistics Assistant with the planning and implementation of any space/office moves, purchasing needs related to space/moves
    • Coordinate/schedule any necessary vendors
  • Front desk back up
  • Special projects and other duties as needed

Qualifications

Education / Experience:

  • Prior experience in office administrative support
  • A minimum of two years’ experience in a fast-paced non-profit setting preferred

Required Skills / Competencies:

  • Ability to think proactively, anticipate problems, analyze situations, develop effective solutions, and take initiative to facilitate the smooth operations and schedules
  • Excellent interpersonal skills and the ability to represent the organization to the public as well as interface with all levels of staff and volunteers while maintaining tact, diplomacy and confidentiality.
  • Excellent judgment at all times and especially when dealing with sensitive issues/situations.
  • Experience in coordinating and organizing logistics and travel arrangements meetings, events, and trainings.
  • Strong verbal and written communication skills, with proven experience and excellence in drafting professional content for external communications. 
  • Ability to multi-task, prioritize, stay organized, and complete assignments under deadlines. 
  • Strong attention to detail
  • Must be available for weekend and evening responsibilities
    Must be available for some travel within Northern California.
  • Ability to work as a team member as well as independently.

Compensation

Competitive salary is commensurate with experience. Excellent benefits include four weeks paid vacation in addition to 14 office holidays; 100% employer-paid medical, vision and dental insurance for staff members, their dependents and spouse or domestic partner; life and long-term disability insurance; and, 401(k) plan with employer match.

To Apply

Applications will be accepted until the position has been filled. We encourage you to apply as soon as possible as we will be evaluating applications on a rolling basis.  Applications must include (1) a cover letter explaining why you are interested in this position and the ways in which you satisfy the qualifications specified above, (2) resume, and (3) a list of four references. Applicants concurrently applying to any other position with the ACLU should state what other position they are applying for in the cover letter. Please submit your application online at https://aclunc.recruiterbox.com/jobs/fk0fgwj/ 

 

The ACLU of Northern California advances equity and inclusion in the workplace by providing equal employment opportunity to support a work environment free from discrimination on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age (over 40), sexual orientation, military and veteran status, and any other basis prohibited by law. The organization also provides reasonable accommodations for qualified applicants and employees with disabilities. This equal employment opportunity policy applies to all aspects of employment, including recruitment, selection, advancement, training, problem resolution, and separation from employment. Through this policy, the ACLU-NC strives to establish and maintain an equitable and accessible work environment that is free from discrimination and supportive of a workforce that reflects the rich diversity of our communities and the people we serve.

Apply for this opening at http://aclunc.recruiterbox.com/jobs/fk0fgwj?apply=true