Confidential Assistant to the Deputy Chief Operating Officer and the Chief Financial Officer

ABOUT THE JOB

The ACLU seeks applicants for the full-time position of Confidential Assistant to the Deputy Chief Operating Officer (DCOO) and the Chief Financial Officer (CFO) in the Administration and Finance Department of the ACLU’s National office in New York, NY. This is a hybrid role that has in-office requirements of two (2) days per week or eight (8) days per month.

Responsible for safeguarding the financial resources of the organization, the Finance department manages the financial activities of the National ACLU. From paying vendors to forecasting budgets, and everything in-between, we take pride in providing the resources and the platform for informed financial decision-making.

The Business Operations and Support Services (BOSS) department, in the office of the Chief Operating Officer, works to enable organizational and operational effectiveness by partnering with ACLU staff across the enterprise to provide business solutions, training, physical space planning, facilities operations, capital projects, records management and archives services. The department continually evaluates operations to maximize resources, mitigate risk, ensure accessibility and inclusion, and achieve the organization’s strategic goals.

WHAT YOU'LL DO

Reporting to the Deputy Chief Operating Officer (DCOO) and the Chief Financial Officer (CFO), the Confidential Assistant will be responsible for administrative, logistical, and operational support and help facilitate the progression of projects and initiatives requiring the DCOO’s and CFO’s time, attention and work product. The Confidential Assistant will also serve as a liaison to their counterparts in senior leadership teams across the organization to enhance coordination, collaboration, and cross-departmental communication, and work to advance the mission and strategic goals of the ACLU. This position will handle information that is highly sensitive and confidential, including ensuring the CFO’s accountabilities to the National Board and participation in labor negotiations are met. Our ideal candidate is a problem solver with a high level of integrity and discretion, excellent judgement, and a service-oriented, can-do attitude, who takes pride in anticipating the needs of others.

YOUR DAY TO DAY

Administrative and Logistical Support for the DCOO and CFO

• Complete a broad variety of administrative and logistical tasks that facilitate effective leadership, including: calendar management, assisting with special projects; designing and producing documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact and attendee lists; arranging travel; and completing expense reports
• Serve as "gatekeeper" and "gateway" for internal and external constituencies on all matters pertaining to the DCOO and CFO, including those of a highly confidential and critical nature; prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect DCOO’s and CFO’s styles and organization policy
• Provide sophisticated calendar and task management assistance: prioritize inquiries and requests while troubleshooting conflicts; maintain an organized system of tracking, monitoring, and prioritizing tasks and projects related to the DCOO’s and CFO’s portfolios; make judgements and recommendations to ensure smooth day-to-day engagements
• Receive and screen communications to the DCOO and CFO, including office visitors, telephone calls, email messages, and mail; provide assistance using independent judgment to determine those requiring priority attention
• Work closely with the DCOO and CFO to keep them well informed of upcoming commitments and responsibilities, following up as appropriate; act as a "barometer," having a sense for the issues taking place in the environment and keeping the DCOO and CFO updated and anticipating needs in advance of engagements
• Support departmental projects to improve internal operations including designing, documenting, and implementing effective processes for sharing information about work and priorities both within the department and to external stakeholders.
• Prepare ad hoc reports and perform special projects that may require researching, gathering, and organizing information from a variety of sources; assist assigned staff with special projects as assigned
• Support project managers working under the DCOO and CFO with project administration, including scheduling, updating project plans, taking meeting notes, creating documentation and communications for project stakeholders.
• Manage and update intranet pages for Finance and Business Operations and Support Services (BOSS) departments.

Department, National Board Committee & Labor-Management Coordination

• Act as a liaison and provide support to finance-related committees of the National Board of Directors, regularly involving confidential and highly sensitive information. Arrange and handle all logistics for committee meetings: scheduling; arranging travel and accommodation, preparing draft agendas and talking points; developing, compiling, and distributing presentation materials; and drafting meeting minutes
• Work seamlessly with the Finance Operations team to drive efficiencies for the larger Finance department, including meeting regularly with the Associate Director of Finance Operations and other administrative staff to coordinate scheduling for on- and off-site meetings, managing meeting logistics, project workflow, impending deadlines and deliverables, and internal and external team communications
• Work with the CFO and Associate Director of Finance Operations to coordinate all Finance Leadership and Finance department meetings and retreats
• Participate in management’s preparation for labor-management negotiations; provide analysis and information for use by management in bargaining; on occasion attend bargaining preparation sessions of management and bargaining sessions

General

• Engage in special projects and 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

• Significant executive support experience, including supporting C-level executives and board members

  Skills & Tags

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