Administrative Assistant

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. 

RESPONSIBILITIES

General Admin 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; 
• Assist in the management of office projects; 
• Support the Development, Communications, Finance and Programs teams as needed; and
• Other duties as assigned. 

Office Management

• 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.

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. 

SALARY RANGE: $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