Reporting directly to the Executive Director, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Director. The Executive Assistant must be creative and enjoy working within a small, diverse, environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills.
The Executive Assistant will have the ability to work independently on projects from conception to completion and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with independent judgment and discretion.
- Completes a broad variety of administrative tasks for the Executive Director including managing a calendar of appointments; prioritizing inquiries and requests while troubleshooting conflicts; making judgments and recommendations to ensure smooth day-to-day engagements; completing expense reports; composing and preparing confidential correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Plans, coordinates, and ensures the Executive Director’s schedule is followed and respected.
- Communicates directly, and on behalf of the Executive Director, with Board members, donors, Foundation staff, and others, on matters related to Executive Director’s programmatic initiatives.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature; determines appropriate course of action, referral, or response.
- Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Executive Director, some of which may have organizational impact.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive Director’s ability to effectively lead the organization.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Board Support and Liaison
- Provides support to the Board of Directors; Arranges and handle all logistics for Board meetings and events: schedules meetings; drafts agendas; develops, compiles, and distributes presentation materials; and records confidential meeting minutes in the absence of the Board Secretary.
- Assists board members with travel arrangements, lodging, and meal planning as needed.
- Maintains discretion and confidentiality in relationships with all board members.
- Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
- Bachelor's degree
- Work experience supporting executive administration, preferably in a non-profit organization
- Experience and interest in internal and external communications, and partnership development
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms
- Salesforce experience preferred
- Spanish fluency a plus
The ACLU of Mississippi offers a comprehensive compensation and benefits package, commensurate with experience and within parameters of the ACLU-MS’s compensation scale. Excellent benefits include paid vacation, sick time and holidays; medical, dental insurance; life and 401(k) Defined Contribution Retirement.
HOW TO APPLY
Applications should include a cover letter, resume and list of three professional references to firstname.lastname@example.org. To facilitate our review, your emails should have the subject line: “[Your last name] Executive Assistant Application.” We will review applications on a rolling basis until the position is filled.
This job announcement provides a general but not comprehensive list of the essential responsibilities and qualifications required. It does not represent a contract of employment. The ACLU of Mississippi reserves the right to change the description and/or posting without advance notice.
The ACLU-MS is an equal opportunity / fair chance employer. We value a diverse workforce and an inclusive culture. The ACLU-MS encourages 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 or record of arrest or conviction.