Executive Secretary

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Job description

Description:

Position: Administrative Assistant

Department: Field

Terms of Employment: Regular Part-Time/Non-Exempt/Union Position. (25 Hours a week) NYCLU staff is currently working in a Hybrid model. A number of in-person days will be required.

Location: Kingston (Hudson Valley)

Salary: $16.48, per hour

Application Deadline: Until the position is filled.

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 90,000 members and supporters, and seven 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: .

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 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 position is based in Kingston and will provide support to other regional offices, when needed. The Administrative Assistant provides general office support and engages in a variety of clerical and administrative duties and tasks to support NYCLU's field programming, campaigns, and administration including monitoring calls, managing office upkeep, e-mail, data entry, mail, ordering supplies, and logistics for in-person/onsite, offsite activities in support of the regional office staff. NYCLU has a Hybrid Work Policy. Some work will require staff to report in-person based on the needs of each office.

ROLES & RESPONSIBILITIES

• Manage the front desk and serve visitors to our office by greeting, welcoming, and directing them appropriately.
• Performs administrative support duties, including correspondence, such as e-mail and phone communication.
• Assist staff with calendaring and fielding schedule requests.
• Manage and reconcile office, staff monthly expenses and prepare check requests and expense reports
• Maintains an inventory of office supplies and program materials and orders new supplies and materials when necessary.
• Participates in event planning and provides logistical support to the regional office staff prior to, during, and after special events.
• Attend in-person and virtual meetings to record notes, document follow-up items, and circulate meeting summaries.
• Order food for meetings as needed, coordinating delivery with management and vendors.
• Communicates with members, supporters, and volunteers, including via social media, at the direction of the Regional Field staff.
• Coordinate and book travel, registration and other logistics for conferences/trainings and other events.
• Coordinates mass mailings and data entry and maintains, and updates contact lists.
• Provides support for client intake, including generating and receiving correspondence or consulting Legal Department staff.
• Actively supports the NYCLU's internal and external commitment to diversity, equity, and inclusion
• 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.
• 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.
• Demonstrated ability to track & report progress while meeting 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 multiple tasks on time 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.
• Strong comfort with social media tools and applications.
• Experience with bookkeeping and/or budget tracking.
• Maintain confidentiality.

SPECIAL REQUIREMENTS

• 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.
• Must have a 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 on a regular basis. and occasionally weekends.

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 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 communities 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 . If you are selected for an interview, you will receive additional information regarding how to request accommodation for the interview process. This position may be eligible for the Public Service Loan Forgiveness (PSLF) Program.

Requirements:

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