Executive Assistant
April 2008

The ACLU Foundation of Maryland seeks an Executive Assistant to provide administrative support to the Executive Director and Operations Manager and facilitate office operations. This position will often be the first point of contact for visitors, potential clients, and coalition partners with whom we work. This position requires flexibility to be available for some evening meetings and the ability to maintain confidentiality, exercise sound independent judgment and take initiative. The Executive Assistant will report directly to the Executive Director.

Responsibilities:

Assist the Executive Director in day-to-day work as assigned, including but not limited to the following:

• Receive and screen communications to the Executive Director, including telephone calls, mail and e-mail messages.
• Draft, edit and prepare correspondence.
• Make arrangements for travel, meetings, conference calls, and maintain central calendar of meetings and events.
• Maintain electronic and hard copy files.
• Provide administrative support to Board of Directors and Executive Committee, including producing materials for meetings and maintaining general lists and files.

Execute day-to-day administrative operations for the organization, including:

• Collect and distribute mail and facsimiles.
• Manage the general e-mail account.
• Receive and properly direct phone calls from the main telephone line.
• Maintain front reception area and welcome visitors for meetings.
• Maintain all office equipment and systems (including, but not limited to: phones, postage meter, copiers, fax machines, etc.)
• Order and stock office supplies.
• Track schedules, arrivals, and departures of office personnel and maintain the staff vacation calendar.
• Assist in the daily preparation of gifts and grant income for processing by photocopying checks and correspondence and distributing them to the Operations Manager and Development Department.
• Maintain staff phone extension list.
• Maintain the security of the premises; unlock the outside front door at the beginning of the business day and lock the outside front door at the end of the business day.
• Other duties as assigned by the Executive Director and Operations Manager.

Qualifications:

Required:
• Excellent oral and written skills.
• Excellent vocabulary, letter-writing, and analytical skills, with a strong attention to detail.
• Sophisticated computer and clerical skills, including word processing, spreadsheet preparation, database management, internet research, and filing.
• The ability to manage several concurrent projects with minimal supervision and to meet deadlines.
• Experience that demonstrates a confident and professional work style, an ability to work creatively and independently, and to exercise good judgment in stressful circumstances.
• The ability to work creatively and independently with good problem solving skills.
• The ability to develop effective organizational systems.
• The ability to work in a fast-paced environment.
• The ability to communicate and work effectively with volunteers, staff, board members, and the general public.
• Knowledge of and commitment to the mission of the ACLU.
• A commitment to diversity; a personal approach that values the individual and respects differences of race, ethnicity, age, gender, sexual orientation, religion, ability and socio-economic circumstance.

Preferred:
• A college degree or at least two years of relevant work experience preferred. Experience in non-profit or other community-based groups is valuable.

Compensation And Benefits:
Salary based on experience. Excellent benefits include paid vacation, medical and dental insurance, pension plan, life and long-term disability insurance, generous paid holidays, and friendly work environment.

Deadline/Start Date:
The position will remain open until filled. We are looking for an Executive Assistant to start as soon as possible.

To Apply:
Applicants should submit a resume, references and a cover letter describing the applicant’s interest in the position to the attention of:

**Please indicate in your cover letter where you found this job listing.

About the ACLU of Maryland:
The American Civil Liberties Union of Maryland is a non-profit organization that defends the civil rights and civil liberties of Maryland’s citizens through litigation, legislation, and public education.

We are an affirmative action, equal opportunity employer. The ACLU of Maryland does not discriminate in employment based on an individual’s race, color, religion, sex, age, national origin, marital status, sexual orientation or disability.