Confidential Assistant, Program, Strategy and Culture

ABOUT THE JOB The ACLU seeks applicants for the full-time position of Confidential Assistant, Program, Strategy and Culture in the Executive Department of the ACLU’s National office in New York, NY . This is a hybrid role that has in-office requirements of two (2) days per week or eight (8) days per month. The ACLU’s mission is to create a more perfect union – beyond one person, party, or side – to realize the promise of the U.S. Constitution for all and expand the reach of its guarantees. The ACLU’s advances liberty and justice in the courts, in the legislatures, in the streets, and at the ballot box. Defending and advancing these fundamental rights and core values, as well as promoting a cohesive vision across departments and affiliates, requires an exceptional executive function, led by the Executive Director. The Executive Department is the critical nerve-center of the ACLU and is comprised of the Strategy Office and Equity, Diversity, Inclusion, and Belonging (EDIB) team and is also responsible for the ACLU’s national board. WHAT YOU'LL DO Reporting to the Deputy Executive Director (DED), Program, Strategy and Culture , the Confidential Assistant will be responsible for providing administrative and logistical support to the DED and supporting the DED’s engagement with key external stakeholders, internal leaders, and the organization as a whole. The Confidential Assistant will be a critical thought partner to the DED to help the DED stay organized, focused on high impact decisions, and aligned with key internal and external stakeholders. YOUR DAY TO DAY Administrative and Logistical Support Provide sophisticated calendar assistance for the DED, including prioritizing inquiries and requests while troubleshooting conflicts and making judgements and recommendations to ensure smooth day-to-day engagements Provide task management support to help keep the DED organized and informed of upcoming commitments and responsibilities, and taking action where appropriate Complete a broad variety of administrative and logistical tasks to support the DED including but not limited to arranging travel and completing expense reports Support the preparation and submission of the Executive department budget , including annual, mid-year, and monthly budget preparations/submissions Main point of contact for external vendors and consultants for Executive department , including processing invoices, reviewing contracts, and managing vendors with accuracy and timeliness Project manage special projects and initiatives specific to the DED’s portfolio, across program, strategy and culture Stakeholder & Organization Engagement Serve as "gatekeeper" and "gateway" for internal and external stakeholders , advising the DED on the appropriate course of action, exercising judgement to reflect the DEDs style and organization policy Be the “eyes and ears” of the organization and major programmatic developments, keeping the DED updated and informed to support the DED’s ability to lead and serve as the connective tissue to other leaders and departments Develop communications for the DED, including documents, talking points, memos, reports, presentations and emails, that reflect the DEDs voice and style Coordinate and support the DED’s engagement with internal stakeholders, including calendaring, informing agenda setting, and advising on sequencing Coordinate and support the DED’s engagement with external constituencies, including donors, the media, and community, governmental, philanthropy and private organizations, working closely with Development Coordinate and provide support for the DED’s management of the National Board, working closely with the National Board team Coordinate and manage organization-wide and leadership-specific meetings and retreats, such as quarterly All-Staff meetings, quarterly Office Hour forums, regular Senior Leadership meetings, and annual Senior Leadership retreat, in coordination with relevant departments (e.g., HR, internal comms, S