The American Civil Liberties Union of Virginia (ACLU-VA) seeks a motivated, organized and detailed-oriented Administrative Assistant to join our organization. This position will work closely with all of the organization’s teams by providing customized administrative, strategic and critical support. The Administrative Assistant should have an intuitive ability to anticipate and solve problems, strong organizational skills, a collaborative work ethic, a customer service mindset, the ability to maintain confidentiality, and attention to detail. This position is required to be in office 2-3 days a week. The ACLU of Virginia is a unionized workplace, and this position is part of the bargaining unit.

The ACLU-VA strives to be Virginia's premier guardian of civil liberties and a recognized champion of civil rights for all Virginians. For over a hundred years (55 in Virginia), the ACLU has made a profound difference in the lives of clients and community members, as well as historic contributions to our country and state. Now, more people than ever before have turned to the ACLU to fight back against unprecedented new attacks on civil rights and liberties. We are also committed to pursuing impactful policy changes at the local and statewide levels to achieve racial equity and advance civil liberties and civil rights for everyone. The ACLU-VA is committed to ending racist policing, cutting the number of people incarcerated in Virginia, increasing access to quality mental and medical care, ending sex and gender-based discrimination at work and in schools, and securing a constitutional right to vote for everyone.

To help us protect and advance the ACLU's mission, the Administrative Asistant will:

Provide Administrative Support

• Maintain front desk coverage and serve as the primary point of contact with the public; provide exceptional customer service, respond to and route email and phone/voicemail inquiries, process incoming and outgoing mail at the office and post office box;
• Perform general clerical and administrative duties, including copying, scanning, filing, and mailing;
• Arrange and prepare for remote and in-person meetings;
• Provide administrative support to all teams as needed;
• Coordinate with and manage vendors;
• Implement and maintain office systems, order office supplies, book travel arrangements, maintain postal permits, and oversee shared resources;
• Facilitate collaboration among staff by maintaining a central calendar of office meetings, office closings, and holidays;
• Send communications and notices to staff;

Provide Office Management Support

• Ensure a tidy and inviting office space;
• Manage and oversee office and equipment maintenance;
• Coordinate and manage scheduled office service providers (i.e. water delivery, shredding, etc.);
• Build and maintain vendor relationships;
• Provide logistics support for virtual and in-person meetings and events;
• Assist with improvement of operational policies;
• Attend monthly operations meetings with the national office;
• Attend internal operations meetings;
• Create and distribute organizational staff surveys; and
• Collaborate with the Chief of Operations, People and Culture on office needs.

Assist with Event Planning and Logistics

• Assist with planning and coordinating various events, from meetings and conferences to social gatherings;
• Create and maintain event timelines, schedules and guest lists; and
• Help with on-site support, including event setup and breakdown.
• Assist in the management of office projects

See the full job description here.

Our "Must Have's"

Minimum Requirements

• Proficiency with Microsoft Office, Adobe Acrobat, and experience with mail merge, spreadsheets, and databases.
• Ability to stay organized, pay attention to details, and manage time effectively.
• Strong oral and written communications skills;
• Experience exercising discretion and confidentiality with sensitive information;
• A valid driver’s license and reliable transportation;
• Willingness and availability to work occasional evenings, weekends, and overtime as necessary;
• A commitment to the mission and values of the ACLU of Virginia, racial justice and civil rights issues, and an understanding that these issues are central to the overall protection of civil liberties; and
• A commitment to diversity, equity, and inclusion, to refrain from unlawful discrimination, and to comply fully with all applicable laws; a personal approach that values the individual and respects differences of race, ethnicity and national origin, age, gender, sexual orientation, gender identity, religion, ability and socio-economic circumstance, and the ability to work with diverse individuals within the organization and broader community.

The ACLU of Virginia is an equal opportunity employer. We strongly encourage applications from Black, Indigenous, and other people of color, immigrants, people with disabilities, bi- or multi-lingual (including Indigenous languages) speakers, multi-cultural individuals, members of the LGBTQ community, those who have been formerly incarcerated or are currently under supervision, and other people from underrepresented and historically marginalized groups. We seek to build a diverse team and an inclusive organizational culture. All qualified applicants who share our vision and who have a desire to contribute to our mission are encouraged to apply.

The salary range for this position is $56,000 to $80,149, with a mid-point of $68,074. Compensation offers will generally be somewhere between the starting point and the midpoint of the range and are based on a candidate's specific experience and current market factors at the time of the offer. To preserve the opportunity for advancement, we do not typically hire above the midpoint of the range.

In addition, we offer excellent benefits including paid time off, generous paid holidays, a 401k plan with employer contribution, flexible spending account, paid medical, dental, and vision insurance, 50% employer-paid dependent medical coverage, life insurance, wi-fi stipend, wellness stipend, student loan assistance, annual sick leave, short-term and long-term disability insurance, and professional development allowances.

Due to COVID-19 and our desire to keep our employees safe, our organization is currently following a long-term hybrid work policy. This position will require a presence in the downtown Richmond office (about 2-3 days a week). All ACLU-VA staff members must reside within Virginia or within a 150-mile radius of our downtown Richmond office.

Please review the complete job description on our Careers page and apply from our career site. A resume and cover letter are required. Our HR team will review applications on an ongoing basis until the position is filled.

Submit your application as soon as possible. We will begin reviewing applications on a rolling basis. Applications will be accepted until the position is filled.

The ACLU of Virginia is a unionized workplace.