Executive Office Assistant

ABOUT THE JOB

The American Civil Liberties Union (ACLU) Foundation of Florida (ACLU of Florida) seeks a proactive, discreet, and detail-driven Executive Office Assistant to support the organization’s Executive Office and Board of Directors. This position is hybrid and has in-office requirements of two (2) days per week, operating on a Monday through Friday schedule, with occasional statewide travel and occasional weekend hours.

The American Civil Liberties Union Foundation of Florida (ACLU of Florida or ACLU-FL) is an affiliate of the national ACLU, a national public interest organization devoted to the defense of the Bill of Rights. For over 100 years, the ACLU has served as the nation’s primary protector of the liberties that define our democracy. The organization implements its vital civil liberties mission in all 50 states, in large part through affiliate entities such as the ACLU of Florida.

The ACLU of Florida, the state’s largest civil rights and civil liberties organization, employs litigation, public policy advocacy and organizing, and public education to protect and promote a broad range of constitutional values and individual rights, such as freedom of speech, racial justice, right to privacy, religious liberty, criminal justice reform, voting rights, reproductive rights, LGBTQ+ rights, disability rights, and immigrants’ rights. The ACLU of Florida litigates a broad range of complex constitutional cases in federal and state courts through direct representation, filing amicus briefs, and submitting administrative complaints to state and federal agencies.

Because of the confidential nature of this role, it is not a bargaining unit position.

WHAT YOU’LL DO

The Executive Office Assistant supports the work of the Executive Director (ED), the Deputy Executive Director and Strategy Officer (DEDSO), and the Boards of Directors for the Union and Foundation by providing the high-level administrative, logistical, and governance support that allows the Executive Office to operate smoothly statewide. This includes managing the calendars and engagements of the Executive Director and DEDSO, coordinating Board meetings and governance materials, preparing briefing materials, arranging complex travel, and serving as a primary point of contact for internal and external constituencies on matters pertaining to the Executive Office and the Board.

YOUR DAY TO DAY

• Manage active calendars for the Executive Director and DEDSO, prioritizing inquiries, appointments, and requests while troubleshooting conflicts.
• Serve as a principal point of coordination to pre-screen and triage requests for the Executive Director’s and DEDSO’s time — meetings, speaking engagements, and events — consulting with relevant stakeholders as needed to reach decisions.
• Make judgment calls and offer strategic recommendations to protect and maximize the Executive Director’s and DEDSO’s time.
• Coordinate all logistics for Board of Directors meetings, committee meetings, and executive sessions, including scheduling, calendar holds, distribution of board books and governance materials, and accurate minute-taking.
• Maintain Board governance records, including bylaws, resolutions, committee rosters, and meeting archives, in an organized and audit-ready manner.
• Draft and prepare confidential correspondence, briefing materials, talking points, bios, and agendas on behalf of the Executive Director and DEDSO.
• Arrange complex and detailed statewide and national travel plans, itineraries, and agendas; complete time and expense reports and process reimbursements through Expensify.
• Advance meetings, speaking events, and convenings as necessary, including logistical coordination, venue walkthroughs, minute-by-minute scheduling, and contingency planning for delays, cancellations, or technical issues.
• Attend meetings and Board sessions as needed, take notes, and ensure timely follow-up on action items.
• Communicate directly, and on behalf of the Executive Director and DEDSO, with ACLU staff, Board members, donors, and external partners regarding schedules, priorities, and activities.
• Research, prioritize, and follow up on incoming issues and concerns of a sensitive or confidential nature, determining the appropriate course of action, referral, or response.
• Serve as a bridge for smooth communication between the Executive Office, the Board, and departments across the organization, maintaining credibility, trust, and discretion with senior leadership.
• Support the building of relationships crucial to the success of the organization, the Board of Directors, and the Executive Office.
• Maintain organized digital filing systems and enforce consistent naming conventions across shared drives for the Executive Office and Board materials.
• Assist with planning and logistics for Board retreats, staff convenings, and other multi-day organizational events — from venue and vendor logistics to materials, scheduling, and day-of execution.
• Track and support deadlines, workflows, and vendor coordination as needed by the Executive Office.
• Handle confidential administrative tasks with a high degree of discretion at all times.
• Engage in special projects and other duties as assigned.

This job description 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 Florida reserves the right to change the job description and/or posting at any time without advance notice. Employees may also perform other duties as assigned.

FUTURE ACLU’ERS WILL

• Have an unwavering commitment to the mission of the ACLU, including a demonstrated commitment to equity, racial justice, and the full protection of civil liberties.
• Center and embed the principles of equity, inclusion, and belonging in their work, using a personal approach that values all individuals and respects differences in race, ethnicity, age, gender identity and expression, sexual orientation, religion, ability, and socio-economic circumstance.
• Be committed to working collaboratively and respectfully toward resolving obstacles and conflict

WHAT YOU’LL BRING

While no one person will have all of the qualities enumerated below, the successful candidate will bring many of the following qualifications and attributes:

• Bachelor’s degree or equivalent combination of education and experience in a related field.
• Significant demonstrated experience in an executive-level support position, ideally supporting multiple senior leaders and/or a governing board.
• Highly organized with strong attention to detail and the ability to exercise a high level of discretion, confidentiality, and professional integrity.
• Excellent interpersonal skills with the ability to engage stakeholders at all levels, including Board members, donors, and senior staff.
• Demonstrated project management skills, with a record of success in complex, fast-paced environments and the ability to manage multiple priorities simultaneously.
• Strong verbal and written communication skills.
• Demonstrated event planning experience, including coordinating retreats, conferences, trainings, or other multi-day organizational convenings — from venue and vendor logistics to materials, scheduling, and day-of execution.
• Creative, critical thinker who is self-motivated and able to operate independently as well as part of a team.
• Strong proficiency with Box Integration, Microsoft Office Suite (including Outlook, Excel, and PowerPoint), Google Workspace, and project management tools such as Asana or Airtable.
• Demonstrated experience supporting governance functions, legal operations, executive offices, or finance teams preferred.
• Oral and written fluency in English required; bilingual proficiency (English/Spanish or English/Haitian Creole) strongly preferred given Florida's multilingual community.
• Willing to conquer the “small tasks” with an understanding of their vital importance to the success of the broader mission.
• This position requires flexibility in work schedule and location, including the ability to travel statewide as programming demands and to occasionally work non-traditional hours.
• A valid State of Florida Driver License and regular use of a vehicle.
• Ability to lift 50 pounds.