Special Assistant to the Executive Director

ABOUT THE JOB

The ACLU seeks applicants for the full-time position of Special Assistant to the Executive Director for North Dakota, South Dakota, and Wyoming based in our Chapter office in Sioux Falls, SD. This is a hybrid role that has in-office requirements of two (2) days per week or eight (8) days per month. 

We are taking our organization to the next level by strengthening our legal firepower, building legislative strength, expanding communications methods, and creating winning issue campaigns. To meet these objectives, the ACLU of South Dakota, North Dakota, and Wyoming has adopted a “campaign” approach for its work. Work is focused on pursuing specific integrated advocacy campaigns to achieve measurable goals that will expand civil liberties and civil rights while building the long-term power of the ACLU and the civil liberties’ movement. The ACLU of North Dakota, South Dakota, and Wyoming is a Chapter of the ACLU. 

This position is part of a collective bargaining unit. It is represented by ACLU Staff United (ASU).

WHAT YOU'LL DO 

Reporting to the Executive Director, the Special Assistant will provide comprehensive, high-level support to keep the Executive Director’s work organized, efficient, and well-coordinated. This role supports the management of priorities, workflows, and administrative functions, including calendar management, scheduling, travel, expense reporting, logistics, correspondence, and project tracking. The position requires a high degree of discretion, including the ability to maintain strict confidentiality and exercise strong judgment in routine decision-making. The ideal Special Assistant is proactive, highly organized, action-oriented, and a strong problem-solver with a commitment to continuous learning; they are a thoughtful helper who is comfortable seeking out information and moving work forward efficiently in a fast-paced environment. By helping organize and prepare the Executive Director’s work and ensuring the Executive Director is well informed of upcoming commitments and deadlines, the Special Assistant contributes to the smooth functioning of the organization and plays an essential role in advancing its mission to protect and expand civil rights and civil liberties in North Dakota, South Dakota, and Wyoming.  

YOUR DAY TO DAY

• Manage and update executive director’s calendar, schedule, and contacts, keeping the ED well informed of upcoming commitments and responsibilities. As directed, coordinate logistics for external activities in collaboration with other staff  
• Manage meeting logistics including but not limited to scheduling, presentations, agenda creation and minutes, and tracking assigned next steps and follow up.  
• Provide administrative support by making travel arrangements, completing expense reports, and submitting reimbursements for the ED.  
• Draft, edit, and produce confidential and non-confidential correspondence, memos, meeting agendas and minutes, and reports for the Executive Director.  
• Systematically track communications and the status of requests and responses, including telephone calls, mail, and email handled on the Executive Director’s behalf.  
• Regularly track and report the status of major projects and plans and provide updates.  
• Provide development and fundraising support as assigned, including assisting with donor tracking, correspondence, database updates, research, and related administrative and project support.  
• Support various confidential HR-related projects including tracking managers’ completion of annual performance reviews, assist with plans for training delivery, update organizational charts, and with other HR special projects as needed.  
• Support the substantive work of the ED as needed and appropriate.  
• Act as the first point of contact for individuals seeking to connect with the Executive Director, managing inquiries and directing communications appropriately.  
• Prioritize conflicting needs, handle matters proactively and expeditiously, effectively manage deadlines and follow through on projects   
• Devise and propose solutions to issues and see through to resolution. Maintain confidentiality of information.  
• Develop systems to maintain and organize records, notes, data, and files.  
• Provide administrative support to the senior leadership team as assigned.  
• In addition to the above responsibilities, other duties as assigned.  

FUTURE ACLU'ERS WILL 

• Be committed to advancing the mission of the ACLU
• Center and embed the principles of equity, inclusion and belonging in their work by demonstrating commitment to diversity with an approach that respects and values multiple perspectives
• Be committed to work collaboratively and respectfully toward resolving obstacles and conflicts

WHAT YOU'LL BRING

• Administrative experience in a fast-paced office, with a track record of deftly managing competing priorities and strong organizational, communication, prioritization, and planning skills.  
• Prior experience assisting in managing an Executive’s portfolio of work preferred.  
• Excellent written, verbal, and interpersonal skills with the ability to interface with all levels of staff at the National and Chapter Office as well as with donors and volunteers while maintaining tact, diplomacy, and confidentiality.  
• Hungry to learn, curious to ask questions, and a desire to engage in exploration individually as well as being part of a team.  
• Must be motivated and a self-starter with the ability to manage multiple projects; superior attention to detail with strong follow-through and ability to meet deadlines on concurrent projects.  
• Highly proficient in Microsoft Office, i.e. Word, Excel, PowerPoint, Outlook and Internet usage as well as working knowledge of general office equipment i.e., copiers, printers, phone systems.  
• Ability to identify needs before they arise and proactively work to address them.  

COMPENSATION

The ACLU is committed to equity, transparency, and clarity in pay. Consistent with our compensation philosophy, there is a set salary for each role based on geographic work location. The annual salary for this position is $64,197 (Level J), reflecting the salary of a position based in Sioux Falls, SD.  Salaries are subject to a regional pay adjustment if authorization is granted to work outside of the location listed in this posting.   

For details on our pay structure, please visit: https://www.aclu.org/careers/ACLU_Geographic_Pay_Structure-July_2024.pdf      

WHY THE ACLU

For over 100 years, the ACLU has worked to defend and preserve the individual rights and liberties guaranteed by the Constitution and laws of the United States. Whether it’s ending mass incarceration, achieving full equality for the LGBTQ+ community, establishing new privacy protections for our digital age, or preserving the right to vote or the right to have an abortion, the ACLU takes up the toughest civil liberties cases and issues to defend all people.

We know that great people make a great organization. We value our people and know that what we offer is essential not just their work, but to their overall well-being. 

At the ACLU, we offer a broad range of benefits, which include:

• Time away to focus on the things that matter with a generous paid time-off policy
• Focus on your well-being with comprehensive healthcare benefits (including medical, dental and vision coverage, parental leave, gender affirming care & fertility treatment)
• Plan for your retirement with 401k plan and employer match
• We support employee growth and development through annual professional development funds, internal professional development programs and workshops

OUR COMMITMENT TO ACCESSIBILITY, EQUITY, DIVERSITY & INCLUSION

Accessibility, equity, diversity and inclusion are core values of the ACLU and central to our work to advance liberty, equality, and justice for all. For us diversity, equity, accessibility, and inclusion are not just check-the-box activities, but a chance for us to make long-term meaningful change.  We are a community committed to learning and growth, humility and grace, transparency and accountability. We believe in a collective responsibility to create a culture of belonging for all people within our organization – one that respects and embraces difference; treats everyone equitably; and empowers our colleagues to do the best work possible. We are as committed to anti-oppression, anti-ableism, and anti-racism internally as we are externally. Because whether we’re in the courts or in the office, we believe ‘We the People’ means all of us.

With this commitment in mind, we strongly 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, veteran status and record of arrest or conviction, or any other characteristic protected by applicable law.    

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