Administrative Assistant

Salary: $22.43 - $29.83 per hour, based on experience

The New York Civil Liberties Union (NYCLU) is one of the nation's leading advocates on behalf of constitutional rights and liberties. Founded in 1951, as the New York affiliate of the American Civil Liberties Union, the NYCLU is a not-for-profit, nonpartisan organization with more than 180,000 members and supporters, and eight offices statewide. We work in the courts, in the legislatures, and on the streets to advocate for racial and economic justice, free speech, freedom of religion, privacy, and equality before the law for all New Yorkers. For more information, please visit our website: www.nyclu.org.

DEI VISION STATEMENT

The NYCLU affirmatively values the humanity and contributions of those we work with, inside and outside of the organization; and will take action to build and sustain an equitable, anti-racist culture that centers on the voices and experiences of marginalized and directly impacted people and communities, and an organizational environment where all people feel valued, trusted, and respected. We are committed to diversity, equity, and inclusion, and having a workforce that reflects the population that we serve and actively recruit people of color, women, people with disabilities, formerly incarcerated people, and LGBTQ and gender non-conforming people.

SUMMARY DESCRIPTION

The Administrative Assistant, reporting directly to the Suffolk Regional Director, will play a pivotal role by providing a varied range of tasks to support the programming, campaigns, and administration of the Suffolk Regional Office; including parent, youth and volunteer leadership programs, onboarding and activation of staff and volunteers, logistics for in-person/onsite, offsite, and virtual workshops/trainings/events and other administrative tasks and projects assigned by the Director. Work will be performed in-person at the Suffolk Regional Office during the day, extended hours, evenings, and weekends on a regular basis and may involve travel throughout Suffolk county and occasionally to NYC/regional offices. 

ROLES & RESPONSIBILITIES

• Manage the front desk and serve visitors to our office by greeting, welcoming, and directing them appropriately.
• Maintain the Suffolk office calendar and assist with scheduling of main events.
• Attend in-person and virtual, on-site, and offsite meetings to record notes, document follow-up items, and circulate meeting summaries to appropriate individuals, as needed (this may include coalition meetings, internal working group and team meetings and others).
• Collaborate with the Director to review and improve scheduling and coordination processes, adapting practices as needed to meet the needs of the Suffolk Regional team.
• Correspond with members of the community, elected officials, school administrators, local partners requesting information, support, meetings in ways that communicate respect, care, and discretion.
• Draft email correspondence to various stakeholders, at times with the Director’s guidance and other times proactively.
• Track correspondence and connections with local legislative offices and follow up reliably and promptly with meticulous care and detail.
• Assist Suffolk Regional Director, interns and volunteers in the planning, scheduling and completion of meetings, events, and legislative appointments.
• Ensure smooth logistical coordination prior to, during and after in-person and virtual meetings and programming (both onsite and offsite) by reserving and setting up virtual or physical meeting space.
• Prepare and send flyers/invitations with registration links, monitor, track and responds to RSVP’s.
• Prepare agendas, transport, and distribute materials to attendees, shop and transport food and manage sign-in tables at events and conducts follow-up as needed.
• Support campaigns and programs with general research.
• Assist with design and preparation of documents and presentations, as needed.
• Assist with running and manipulating reports, pulling data sets, and identifying trends including from NYCLU’s EveryAction constituent relationships management system.
• Works with NYCLU New York City staff on technology and equipment updates.
• Identify and track legislation and coordinate with Suffolk Regional Director, interns, and volunteers.
• Coordinate and book travel, registration and other logistics for conferences/trainings and other events, including confirming travel itineraries and creating and documenting travel plans.
• Manage and reconcile office, staff and intern monthly expenses using JPMorgan Chase integrated payment solutions system and helps ensure that we maintain a balanced budget.
• Order food for meetings as needed, coordinating delivery with building and vendors.
• Tracks meetings/trainings/office supplies inventory/interpretation-translation services and related expenses and prepares projection reports for the budget to help anticipate future needs.
• Maintain, track and ensures that the NYCLU Suffolk Region has up-to-date materials for tabling and providing local organizations with materials as requested.
• Maintain and update list of contacts for Suffolk, including accurate referral list for intake process and lists of schools, superintendents, principals, guidance counselors, immigrant, LGBTQI and youth-serving organizations, and more.
• Prepare weekly report for mutual support meetings with supervisor.
• Participate in and initiate Social Media maintenance for the Suffolk Regional Office social media platforms.
• Communicate with volunteers on a regular basis.
• Carries-out special assignments and other duties as required.

QUALIFICATIONS

• A demonstrated commitment to the mission of the organization and a passion for civil rights, racial and social justice.
• Bachelor’s degree preferred or prior related experience in technical aspects of office management.
• Proficiency in Spanish is a fundamental requirement for this role.
• Strong written and oral communication skills, as well as data management skills.
• Commitment to developing and maintaining effective relationships with others, including relating well to people from different backgrounds and diverse perspectives.
• Results-oriented with demonstrated ability to track progress and meet goals.
• Extremely detail-oriented, organized and ability to think outside the box to find creative solutions and approaches to challenges.
• Ability to manage, prioritize, and complete on-time multiple tasks, under tight deadlines.
• Proficient in Microsoft Suite and video conferencing technology.
• Team oriented, enjoys working in a collaborative environment and developing effective working relationships internally and externally. 
• Experience and proficiency in social media are considered advantageous for this role.
• Experience with bookkeeping and budgeting.
• Proficiency in EveryAction is an asset.
• Maintain confidentiality.

SPECIAL CONSIDERATION

• This position requires a moderate amount of physical effort. Some examples include lifting and carrying (equipment, tables/chairs for some outreach events), marching, protesting, or traveling via car or charter bus to Albany. In addition, the ideal candidate may be requested to remain in a stationary position for long periods of time. The NYCLU is capable of providing reasonable accommodations to the ideal candidate but please be aware of these expectations.
• Driver’s license and willingness to travel within New York State.
• Must have dependable access to a vehicle and expected to drive long distances.
• Must be willing to work in-person, extended hours, evenings, and weekends on a regular basis.

HOW TO APPLY

Please submit your resume and cover letter that includes your unique qualifications for this position, and where or how you learned of this job posting via https://recruiting.paylocity.com/recruiting/jobs/Details/2020394/New-York-Civil-Liberties-Union-Foundation/Administrative-Assistant-Temp If feasible, please submit these materials as a single PDF.

The NYCLU is an equal opportunity employer and encourages applications from all qualified individuals regardless of race, sex, gender identity or expression, age, disability, religion, national origin, citizenship, marital status, sexual orientation, veteran status, record of arrest or conviction or any other characteristic protected by applicable law. We are committed to diversity, equity, and inclusion, and having a workforce that reflects the population that we serve.

The NYCLU 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 e-mail ldecicco@nyclu.org.  If you are selected for an interview, you will receive additional information regarding how to request an accommodation for the interview process.