Special Assistant - Chief of Staff’s Office [EXEC-18] - Executive Department, NY

  • American Civil Liberties Union
  • New York, NY, USA
  • Mar 19, 2019
Full time Administrative

Job Description

Special Assistant - Chief of Staff’s Office [EXEC-18] - Executive Department, NY


Office:  National Offices, New York, NY

Location:  New York

MARCH 13, 2019


Special Assistant - Chief of Staff’s Office [EXEC-18]

American Civil Liberties Union

Executive Department, NY



For nearly 100 years, the American Civil Liberties Union (ACLU) has been our nation’s guardian of liberty, working in courts, legislatures, and communities to defend and preserve the individual rights and liberties guaranteed by the Constitution and laws of the United States.  Whether it’s ending mass incarceration, achieving full equality for the LGBT community, establishing new privacy protections for our digital age, preserving the right to vote, the right to have an abortion, the rights protected by the First Amendment and due process of law, the ACLU takes up the toughest civil liberties cases and issues to defend all people from government abuse and overreach. The ACLU is a nationwide organization that fights tirelessly in all 50 states, Puerto Rico, and Washington, D.C., for the principle that every individual’s rights must be protected equally under the law, regardless of race, religion, gender, sexual orientation, gender identity or expression, age, disability, economic status, national origin, immigration status, incarceration or record of arrest or conviction. The ACLU was founded by Roger Baldwin, Crystal Eastman, Albert DeSilver and others in 1920. We are nonprofit and nonpartisan and have grown from a roomful of civil liberties activists to an organization of more than 1.6 million members and supporters. We handle nearly 6,000 court cases annually from our offices in almost every state.

The ACLU is supported by annual contributions from its members, plus grants from private foundations and individuals. It does not receive any government funding. It is entirely non-partisan, criticizing and working with Democrats and Republicans alike and establishing coalitions with groups as diverse as Planned Parenthood, the NAACP and the NRA.

More information can be found on the website:  www.aclu.org.



The American Civil Liberties Union is seeking a Special Assistant to the Chief of Staff who possesses a drive for efficiency, attention to detail, resourcefulness, and good judgement.  The Special Assistant will thrive in a dynamic, high-intensity environment and excel at time management, organization and planning skills.  This position, which provides support to the Chief of Staff, will be responsible for assisting and project managing the Chief of Staff’s internal and external projects, maintaining her schedule, conducting and presenting research, and logistical and administrative support.  The Special Assistant will also work as a liaison between the Chief of Staff and members of the Senior Leadership Team, department staff, affiliate staff, vendors, and outside stakeholders.



Specific responsibilities include:

  • Project managing organization wide efforts.
    • Maintain an organized system of tracking, monitoring, and prioritizing tasks and projects related to the Chief of Staff’s portfolio to ensure smooth operations.
    • Maintaining up to date status reports on the Chief of Staff’s projects and products.
  • Securing data sets for use and building Excel and PowerPoint reports for the Chief of Staff and other senior team presentations.
    • Draft memos, presentations and other various work documents in a timely and accurate manner.
  • Monitoring high priority projects and keeping the Chief of Staff appraised of significant work; monitoring breaking media and digital communications.
  • Leading efforts to consolidate information for use in reports, internal communications, etc.
  • Drafting products and disseminating notes that capture organization-wide learnings.
  • Assisting with the strategic planning and budget processes in the form of data analysis and memos.
  • Schedule, plan, and help facilitate for on-site as well as off-site meetings, conferences, internal and external facing events, and presentations, which may include coordinating arrangements for participants, handling logistics, preparing and disseminating materials, managing budgets and project plans.
  • Assisting the Chief of Staff in her daily activities in the form of meeting confirmation and preparation, logistical planning, organization, and administrative support.
    • Schedule a high volume of appointments/meetings and manage complex calendars for the Chief of Staff and others throughout the organization.
  • Make arrangements for and track travel, compile and process invoices and expense reports  with accuracy and timeliness.
  • Facilitating requests and sending them through for completion.
  • Being the “get stuff done” right hand person to the Chief of Staff.
  • Acting as an ambassador among peers.
  • Developing relationships across the nationwide organization.
  • Acting as a resource to the entire Executive team and Senior Staff and tracking other high priority project plans for other teams that are high priorities for the organization and Executive team.
  • Provide communications support and assistance to ensure timely responses to inquiries including:
    • Act as liaison for Chief of Staff with internal & external partners, answering questions, and routing requests appropriately.
    • Work enthusiastically and take initiative to support the varying needs of the Chief of Staff and senior ACLU staff.
  • Perform other duties as appropriate and assigned.



  • Excellent project management skills executed in fast paced and intense work environments.
  • Strong analytical and data analysis skills, comfort with numerical reasoning.
  • Highly organized with attention to detail.
  • Proficiency with Excel and PowerPoint.
  • Strong verbal and written communication skills.
  • Excellent presentation and facilitation skills, experience leading trainings or facilitating executive meetings a plus.
  • Ability to gain credibility and respect both with internal and external audiences.
  • Excellent track record of working with diverse teams.
  • Willing to conquer the “small tasks” with an understanding of their vital importance in the success of the organization.
  • Thinks strategically, critically, and creatively.
  • Excellent interpersonal skills and the ability to engage stakeholders at all levels.
  • Ability to take initiative and willingness to work individually as well as part of a team.
  • Some travel is required.
  • Dedication to the ACLU’s mission.



The ACLU offers a generous and comprehensive compensation and benefits package, commensurate with experience and within parameters of the ACLU compensation scale.



Please submit a letter of interest (with salary requirements), and resume to   HRJobsEXEC@aclu.org. - Reference  [EXEC-18]  in the subject line.  Applications will be accepted until the position is filled.


Please indicate where you learned of this job posting.

Applications will be accepted until the position is filled.


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 reserves the right to change the job description and/or posting at any time without advance notice.

The Department of Education has determined that employment in this position at the ACLU does not qualify for the Public Service Loan Forgiveness Program.

ACLU is an equal opportunity employer. We value a diverse workforce and an inclusive culture.  The ACLU encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status and record of arrest or conviction.

The ACLU undertakes affirmative action strategies in its recruitment and employment efforts to assure that persons with disabilities have full opportunities for employment in all positions.

We encourage applicants with disabilities who may need accommodations in the application process to contact:  hrjobsincl@aclu.org.  Correspondence sent to this email address that is not related to requests for accommodations will not be reviewed.  Applicants should follow the instructions above regarding how to apply.

The ACLU comprises two separate corporate entities, the American Civil Liberties Union and the ACLU Foundation.  Both the American Civil Liberties Union and the ACLU Foundation are national organizations with the same overall mission, and share office space and employees.  The ACLU has two separate corporate entities in order to do a broad range of work to protect civil liberties.  This job posting refers collectively to the two organizations under the name “ACLU.”





The ACLU offers a generous and comprehensive compensation and benefits package, commensurate with experience and within parameters of the ACLU compensation scale.