ORGANIZATION OVERVIEW

The ACLU of Texas works with communities, at the State Capitol, and in the courts to protect and advance civil rights and civil liberties for every Texan, no exception. The ACLU of Texas is both a nonprofit and nonpartisan organization. The ACLU of Texas is across the state with teams in several cities.

ROLE OVERVIEW

The Executive Coordinator reports to the Executive Director and is part of the executive team. The Executive Coordinator provides logistical and administrative support for virtual and in-person gatherings, including externally facing events, staff convenings, and Board of Directors’ meetings.

The Executive Coordinator provides administrative support to the Executive Director, Chief Operations Officer, and their designees. The administrative support functions include calendar management, travel arrangements for participants in meetings, liaising with vendors, correspondence, expense reimbursement, record keeping, project budget review, data entry, document organizing, and document preparation (e.g., compiling read-ahead materials for participants). The position creates and modifies various documents using Microsoft Office Suite. This position involves using company credit cards, especially to liaise with vendors on food, equipment, and services.

Additionally, the Executive Coordinator supports the Administration and Operations Department in ensuring that offices and other spaces used for meetings or events are ready for use. This includes assisting with mail pick up, setting up technical equipment (i.e., sound systems, video conferencing equipment, etc.), communicating with vendors, and providing other logistical support.

The Executive Coordinator works closely with the Board of Directors. The Executive Coordinator maintains records for the Board, communicates regularly with the Board, supports Board travel, and helps the Executive Director prepare for Board meetings.

RESPONSIBILITIES

• Maintain and coordinate assigned to the Executive Director, Chief Operating Officer, and designees’ calendars.
• Manage administrative activities tools and provide direct support to other administrative staff to deliver best practices and processes across departments.
• Manage and phone calls, voicemails, emails, expense reports, and correspondence.
• Manage travel for the Executive Director, Chief Operating Officer, directors, as well as staff members, as needed.
• Organize workspace, files, and equipment, as necessary.
• Schedule staff meetings and coordinate meeting logistics, such as (but not limited to) compiling slides for presentations, scheduling videoconferences, and confirming interpretation.
• Plan and prepare, manage, organize, and file slides and agendas, follow meetings, and distribute materials for meetings for the Executive Director and Board of Directors.
• In partnership with Human Resources, the ability to solicit/procure needed accommodation from staff or external meeting participants to ensure all meetings are accessible.
• Manage and coordinate board activities to include scheduling meetings, virtual and in-person locations, travel assistance, timely distribution of Board materials, agenda, Quarterly Report, Financials, and other materials as appropriate.
• Maintain Board files, materials, and archives.
• Performs other duties as assigned.

COMPETENCIES

• Excellent interpersonal skills.
• Excellent oral and written communication skills.
• Strong basic math skills.
• Strong attention to detail.
• Strong organizational skills for physical and electronic materials.
• Great customer service skills.
• Proficiency with Microsoft Office – Outlook, Word, PowerPoint, and Excel.

QUALIFICATIONS

• A minimum of 6 years of administrative/clerical experience and having provided direct support to senior leadership/executive.
• Ability to take initiative, problem-solve, multi-task, and work independently as well as collaborate with others on a variety of strategies in a team-oriented approach.
• Ability to work well with people and as a part of a team in a collaborative environment.
• Demonstrated ability to juggle and prioritize many concurrent tasks at once, manage a high-volume workload, pay extremely close attention to detail, adapt quickly to changing organizational priorities, and meet moving deadlines.
• A commitment to diversity; a personal approach that values the individual and respects differences of race, ethnicity, age, gender, gender identity, sexual orientation, religion, ability and socio-economic circumstance, and ability to work with diverse individuals within the organization and broader community.
• A confident and professional work style and the ability to work independently and to exercise good judgment; a strong sense of humor and a faculty for handling stressful situations with grace and maturity is a must.
• Commitment to racial justice
• Commitment to diversity, equity, inclusion, and belonging.
• Spanish language skills desired but not required.
• Commitment to civil liberties and to the work of the ACLU of Texas.

COMPENSATION

The starting salary for this role is $70,000- $76,000 in alignment with parameters of ACLU of Texas’s salary scale.

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 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, previous criminal conviction and veteran status.