Executive Associate

ABOUT THE ACLU OF KANSAS
The American Civil Liberties Union (ACLU) of Kansas is a non-profit and non-partisan organization dedicated to preserving and advancing the civil rights and legal freedoms guaranteed by the United States Constitution and the Bill of Rights and the Kansas Constitution. The ACLU of Kansas works in the state legislature, the courts, and local communities to protect the rights of all people living in Kansas. The organization’s work includes efforts to strengthen and defend First Amendment rights, voting rights, reproductive rights, racial justice, LGBT rights, immigrants’ rights, stopping government surveillance, and reforming the criminal legal system.
 
Currently, under our 80/20 model 80% of our efforts and resources are dedicated to our two campaigns: Reimagine Justice and Represent!. The remaining 20% of our efforts are devoted to other civil liberties matters as they arise. The ACLU of Kansas often works in broad-based coalitions made up of individuals and organizations from across the political, partisan, and ideological spectrum. The ACLU of Kansas is an affiliate of the national American Civil Liberties Union, has an annual budget of approximately $3.1 million, and has more than 30,000 supporters across the state.
 
The ACLU of Kansas comprises two separate corporate entities, the American Civil Liberties Union of Kansas and the ACLU Foundation of Kansas. Both entities have the same overall mission and share some resources but are separate entities that engage in different types of work to protect civil liberties. The ACLU Foundation of Kansas is a 501(c)(3) non-profit corporation that primarily engages in litigation and public education. The ACLU of Kansas is a 501(c)(4) non-profit corporation that primarily engages in lobbying and advocacy.  On a contracted basis, the ACLU of Kansas also provides operational support to Kansans United for Civil Liberties, a Section 527 organization that provides non-partisan, non-endorsing voter education about civil liberties issues in elections for public office. 


POSITION OVERVIEW
The ACLU of Kansas seeks a motivated, capable, and detail-oriented Executive Associate to provide support to the Executive Director.  This position will handle a range of administrative, fund-raising support, relationship management, and board administration responsibilities. The Executive Associate will play a critical role in defending and strengthening civil liberties and civil rights by providing essential support, structure, and systems for the organization’s executive department and board leadership.  The position requires excellent judgment, superior office and writing skills, and the ability to handle matters of a confidential nature.  This is a new position, based in the Overland Park office.


PRIMARY RESPONSIBILITIES
Executive support

• Provide administrative support to the Executive Director

• Manage the Executive Director’s calendar and schedule, keeping them well informed of upcoming commitments and responsibilities.

• Manage the Executive Director’s outreach and engagement with key organizational partners and stakeholders, including speaking engagements and base-building opportunities.

• Systematically track correspondence and the status of requests and responses.

• Manage filing and tracking of expense reports for the Executive Director.

• In partnership with other affiliate staff, provide comprehensive support for special events, and special initiatives, including coordinating staff participation in community events and base-building opportunities.

• Coordinate various staff meetings and internal events, as assigned by the Executive Director.

• Make travel arrangements for the Executive Director.

• Support various confidential Human Resources-related projects for the Executive Director and Chief Operating Officer.

• In collaboration with other departments, implement a plan for retrieving the affiliate’s postal mail.

• Other support duties as assigned.

Board administration

• Serve as a primary point of contact for the ACLU of Kansas and ACLU Foundation of Kansas boards (approximately 17 people).

• Provide administrative support for the boards of directors, including through maintenance of board/committee rosters, managing the board portal, compiling and distributing board packets/reports, preparing meeting materials, handling confidential board materials, and coordinating logistical details for board meetings.

Fundraising support

• Assist the Executive Director in tracking, scheduling, and managing donor meetings and contacts.

• Participate in donor strategy meetings and preparation of solicitation memos in collaboration with the Development Department.

• Assist the Executive Director in maintaining and strengthen relationships with donors through regular contact and conversations.

• Debrief with the Executive Director and Development Director following donor meetings/solicitations and prepare confidential notes for the development database.

• Ensure appropriate follow-up with donors after and between meetings.

QUALIFICATIONS

• At least three (3) full years of high-level/executive support experience, preferably in a non-profit setting.

• Bachelor’s degree. This requirement can be substituted for an additional two (2) years of experience.

• Strong written and oral communications skills.

• Excellent word processing and computer skills, including mastery of Microsoft Office Suite.

• Significant experience with Excel, databases, contact management software (e.g., Salesforce), and project management systems (e.g., Asana).

• Experience providing staff support to non-profit development efforts strongly preferred.

• Excellent administrative and management skills, with the ability to manage multiple projects, meet deadlines, exercise discretion, maintain confidentiality without exception, and respond to changing situations, are essential.

• Strong attention to detail and strong problem-solving skills.

• Strong interpersonal skills with a proven ability to work collaboratively and successfully with people and organizations from diverse racial and ethnic backgrounds and a broad range of ideological positions and religious views.

• Spanish language skills are a plus, but not required.

• Ability to occasionally work non-standard hours and travel to meetings and events throughout the state, as needed.

• An unwavering passion for the mission and goals of the ACLU, including a demonstrated interest in civil liberties, equity and racial justice is essential.

COMPENSATION
The starting salary for the Executive Associate is $51,000; starting salary is negotiable commensurate with experience.  This position is a part of the ACLU of Kansas’s collective bargaining unit; as such, salary is based on the comprehensive compensation schedule negotiated with the unit.

BENEFITS
A career with the ACLU of Kansas provides employees with a comprehensive benefits package. Staff members have access to a range of benefits that are designed to make a career with the ACLU of Kansas very rewarding, including but not limited to:

• Competitive health benefits: The ACLU of Kansas pays the full premium for the health care coverage for the employee and approximately 70% for dependents.
• Comprehensive Retirement Package: including automatic enrollment in the organization’s Contribution Plan.
• Longevity Payments paid yearly and gradually increasing based upon the anniversary date of hire.
• Generous Paid Time Off includes 17 paid holidays, vacation, personal, and sick paid time-off.
• Employee Assistance Plan offers support and referrals to help employees and members of the employee’s household to manage everyday life issues.
• Flexibility: ACLU of Kansas follows a hybrid schedule model allowing staff to work remotely for up to three days per week. Our in-office time is primarily used for team meetings and formal and informal collaboration.

APPLICATION PROCEDURE
Submit a letter of interest, resume, and a professional writing sample of no more than 3 pages to Vanessa Phipps, Senior HR Consultant, vphipps@aclukansas.org. No calls please. Please put “Executive Associate – YOUR NAME” in the subject line of your email.
 
In your letter of interest, please indicate where you learned of the opportunity if possible.  Applicants who proceed beyond first round interviews will be asked to complete a short work-related assignment.
 
The job announcement will remain on our website for 30 days or until the position is filled, whichever is longer. No phone calls or in-person applications, please. The ACLU of Kansas strongly encourages formerly incarcerated individuals to apply.

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

The ACLU of Kansas is an equal opportunity employer. We value a diverse workforce and an inclusive culture. The ACLU of Kansas 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, criminal record, or veteran status. The ACLU of Kansas undertakes affirmative action strategies in its recruitment and employment efforts to assure that persons with disabilities have full opportunities for employment in all positions.
 
Collective Bargaining Eligibility: This position is eligible for membership in the United Media Guild collective bargaining unit.  Due to the confidential nature of the position’s responsibilities, the successful candidate will be required to enter into a binding confidentiality agreement.