Confidential Assistant to Chief Human Resources Officer

About the position

Responsibilities

• Complete a broad variety of administrative and logistical tasks that facilitate effective leadership, including: calendar management, assisting with special projects; designing and producing documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact and attendee lists; arranging travel; and completing expense reports
• Arrange and handle all logistics for departmental and organization-wide meetings: scheduling; preparing draft agendas and talking points; developing, compiling, and distributing presentation materials; and drafting meeting minutes
• Serve as "gatekeeper" and "gateway" for internal and external constituencies on all matters pertaining to the CHRO, including those of a highly confidential and critical nature; prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CHRO’s style and organization policy
• Provide sophisticated calendar and task management assistance: prioritize inquiries and requests while troubleshooting conflicts; maintain an organized system of tracking, monitoring, and prioritizing tasks and projects related to the CHRO’s portfolios; make judgements and recommendations to ensure smooth day-to-day engagements
• Work closely with the CHRO to keep them well informed of upcoming commitments and responsibilities, following up as appropriate; act as a "barometer," having a sense for the issues taking place in the environment and keeping the CHRO updated and anticipating needs in advance of engagements
• Support management’s preparation for labor-management negotiations; provide analysis and information for use by management in bargaining; on occasion attend bargaining preparation sessions of management and bargaining sessions
• Receive and screen communications to the CHRO, including office visitors, telephone calls, email messages, and mail; provide assistance using independent judgment to determine those requiring priority attention
• Serve as a clearinghouse for Human Resources (HR) communications and correspondence, including internal policy documents – editing, standardizing, and consolidating all internal and external messages to ensure consistency of voice and perspective
• Draft regular organization-wide communication(s) from HR; liaise with communications, digital, internal communications counterparts as necessary
• Prepare ad hoc reports and perform special projects that may require researching, gathering, and organizing information from a variety of sources; assist HR staff with special projects as assigned
• Manage special projects and initiatives, and conduct research and analyses, at the direction of CHRO; topics may include people management, organizational design, culture, learning and development, recruiting, retention, staff engagement, professional development, and performance
• Support project managers, assistant directors, and other staff working under the CHRO with project administration, including scheduling, updating project plans, taking meeting notes, creating documentation and communications for project stakeholders
• Manage and update intranet pages for the HR department
• Be committed to advancing the mission of the ACLU
• Center and embed the principles of equity, inclusion and belonging in their work by demonstrating commitment to diversity with an approach that respects and values multiple perspectives
• Be committed to work collaboratively and respectfully toward resolving obstacles and conflicts

Requirements

• Significant executive support experience, including supporting C-level executives and board members
• Excellent judgement with ability to maintain a high level of integrity and discretion in handling confidential information
• Excellent interpersonal skills with the ability to engage stakeholders at all levels
• Strong verbal and written communication skills
• Ability to manage multiple projects simultaneously and switch gears at a moment’s notice
• Highly organized with above-average attention to detail
• Proficiency with Microsoft Word, Excel, and PowerPoint; ability to design and edit basic graphic presentations and materials using Microsoft Office applications
• Willingness to conquer the “small tasks” with an understanding of their vital importance in the success of the team
• Ability to complete a high volume of tasks and projects with little or no guidance

Benefits

• Time away to focus on the things that matter with a generous paid time-off policy
• Focus on your well-being with comprehensive healthcare benefits (including medical, dental and vision coverage, parental leave, gender affirming care & fertility treatment)
• Plan for your retirement with 401k plan and employer match
• We support employee growth and development through annual professional development funds, internal professional development programs and workshops

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