Executive Program Assistant - Miami

ABOUT THE JOB

The American Civil Liberties Union (ACLU) Foundation of Florida seeks a highly organized and detail-oriented Executive Program Assistant to provide on-site operational and administrative support to the four directors of the organization’s programmatic teams: Legal, Field, Communications and Policy & Advocacy. This position is based on-site in the Miami office, Monday through Friday, with occasional statewide travel and occasional weekend work. 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

Working in close collaboration with leadership across the organization, the Executive Program Assistant will provide the on-site administrative and logistical support that keeps our programmatic departments coordinated and running smoothly. Because the role sits across litigation, organizing, communications, and advocacy, the successful candidate will be comfortable moving between distinct workflows in the same week — e.g., supporting a court filing deadline, a statewide day of action, a press event, and a legislative hearing — while working closely with the Deputy Executive Director and Strategy Officer to manage the prioritization of each director’s critical tasks. While this position is based in our Miami office, occasional statewide travel is anticipated. Although this role provides administrative support across departments, we expect it to have a strong focus on in-person event planning support, given its on-site location.

YOUR DAY TO DAY

Cross-Departmental Administrative Support Manage scheduling, calendar holds, reschedules, and recurring meeting logistics for the Directors of Legal, Field, Communications, and Policy and Advocacy. Send calendar invites with Zoom links, agendas, attachments, and prep materials in advance of all meetings. Produce clean, accurate meeting summaries and distribute action items promptly across all four departments. Maintain organized digital filing systems consistent with organization-wide naming conventions and systems standards. Format and prepare documents including memos, reports, correspondence, and other materials for each director. Research and book travel for the four directors and their teams; process pre-travel authorizations and expense reimbursements through Expensify. Coordinate vendor inquiries and support invoice processing and vendor payments across the four program areas. Maintain files and correspondence with a high degree of confidentiality and discretion. Support management and labor relations across the programmatic departments. Track action items from meetings and support timely follow-through on commitments. Assist with special projects and administrative tasks as directed by the Deputy Executive Director and Strategy Officer and organization leadership. Supporting the Communications Department Assist with media monitoring, press list maintenance, and tracking of earned media placements. Support logistics for press conferences, media availabilities, and other public-facing communications events. Help distribute press releases, talking points, and rapid-response communications to staff and partners. Support scheduling and materials preparation for interviews, op-ed placements, and other communications engagements. Supporting the Field Department Support statewide volunteer coordination, including scheduling, contact list maintenance, and materials preparation for canvasses and advocacy days. Assist with logistics for community organizing events, coalition meetings, and Civic Leadership Academy convenings, including venue coordination and travel support for organizers and partners. Prepare and ship materials to field staff, volunteers, and community partners as needed. Support scheduling and administrative coordination for regional field team check-ins. Supporting the Legal Department Assist with maintaining litigation calendars, court dates, filing deadlines, and case tracking logs. Support the organization and distribution of case files, pleadings, and correspondence with outside counsel and co-counsel. Coordinate logistics for depositions, hearings, and legal team meetings, including scheduling and materials preparation. Assist with intake logistics and routing of incoming legal inquiries as directed. Assist with trial preparation and logistics. Supporting the Policy and Advocacy Department Support scheduling and logistics for legislative session travel, advocacy days, and coalition briefings. Assist with tracking bill hearings, committee schedules, and legislator meeting requests. Help prepare briefing materials, one-pagers, and talking points for legislative and advocacy meetings. Support coordination of lobbying-day logistics, including materials, travel, and volunteer coordination. Additional Responsibilities Provide in-person logistical support for confidential meetings, trainings, and events across all four departments — including room setup, materials preparation, and note-taking. Assist in the planning and executing of logistics for retreats, offsites, and other multi-day organizational convenings — including venue sourcing, room blocks, catering, materials, travel coordination for attendees, and day-of execution. Assist with onboarding coordination, travel arrangements, and event logistics as needed. Transcribe meetings or proceedings and prepare summaries when needed. Perform other tasks as needed to advance the work and the strategic objectives of the affiliate. 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. Minimum of three (3) years of progressively responsible administrative experience supporting multiple teams or senior leaders. Strong proficiency with Box Integration, Microsoft Office Suite, Google Workspace, and project management tools such as Asana or Airtable. Excellent written and verbal communication skills, with professional judgment in handling sensitive and confidential information. Strong organizational and time-management skills; ability to manage competing priorities in a fast-paced, mission-driven environment. 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. High attention to detail and commitment to accuracy. Ability to work independently and collaboratively across diverse teams. 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 Miami-Dade’s multilingual community. A valid State of Florida Driver License and regular access to a vehicle. Ability to lift 50 pounds. American Civil Liberties Union of Florida