Position Summary
The Executive Assistant & Special Events Coordinator provides high-level administrative and operational support to the Executive Director, Deputy Director, and Operations Manager, while leading the planning and execution of key organizational events and convenings. This role functions as a strategic partner to leadership—supporting daily operations, advancing organizational priorities, and ensuring events are executed with excellence and alignment to ACLU-AL’s mission.

The position is intentionally structured with a 70/30 focus:
- 70% Executive & Operations Administrative Support
- 30% Special Events & Convenings

This role is ideal for a highly organized, proactive professional who thrives at the intersection of leadership support, project management, and event execution.

Core Accountabilities

Executive & Operations Administrative Support (70%)

Leadership Support & Coordination

• Provide direct administrative support to the Executive Director, Deputy Director, and Operations Manager, including calendar management, scheduling, meeting coordination, travel logistics, and expense tracking
• Serve as a key point of coordination between leadership, staff, board members, and external partners
• Track action items, deadlines, and follow-ups across leadership priorities to ensure accountability and follow-through

Meetings, Briefings & Communications

• Prepare agendas, briefing materials, presentations, and follow-up notes for leadership, board, and cross-departmental meetings
• Assist with drafting, organizing, and distributing internal and external communications on behalf of leadership, as needed
• Coordinate logistics and materials for board-related meetings in partnership with Operations

Operational & Administrative Support

• Support the Operations Manager with administrative coordination related to organizational systems, processes, and internal initiatives
• Maintain organized digital and physical filing systems for leadership documents, contracts, and key operational materials
• Assist with confidential and sensitive communications, personnel-related documentation, and leadership workflows with professionalism and discretion

Special Events & Convenings (30%)

Event Planning & Execution

• Lead planning and execution for ACLU-AL events, including staff retreats, board meetings, community convenings, trainings, service days, and special initiatives
• Develop detailed event timelines, run-of-show documents, budgets, and staffing plans
• Coordinate logistics such as venue selection, room blocks, catering, A/V, transportation, accessibility needs, and on-site support

Vendor & Partner Management

• Serve as the primary liaison with hotels, venues, vendors, and external partners
• Support contract coordination and vendor agreements in collaboration with Operations and Finance
• Track vendor deliverables, invoices, and timelines to ensure smooth execution

Cross-Team Collaboration & Follow-Up

• Collaborate with internal teams (Communications, Programs, Development, Operations) to align on event goals, messaging, registration, materials, and staffing
• Support participant and volunteer coordination, including registration tracking and event communications
• Lead post-event debriefs and feedback collection to inform improvements for future events

Decision-Making & Priority Alignment

• The Executive Director sets strategic priorities and retains final decision-making authority.
• The Deputy Director ensures organizational priorities are operationalized across departments and holds final decision-making authority when delegated by the Executive Director.
• The Operations Manager provides operational guidance, workflow alignment, and day-to-day coordination.
• The EA & Special Events Coordinator escalates competing priorities, opportunities, or conflicts to leadership as needed to ensure clarity and alignment.

Skills & Qualifications

• Experience providing executive-level administrative support in a fast-paced environment
• Demonstrated experience planning and managing events or complex projects
• Strong organizational and time-management skills with exceptional attention to detail
• Excellent written and verbal communication skills
• Ability to manage confidential information with discretion
• Proficiency with calendars, document management systems, spreadsheets, project/task management tools, and virtual meeting platforms
• Ability to anticipate needs, problem-solve proactively, and adapt in a dynamic environment
• Commitment to equity, justice, and the mission of the ACLU
• Preferred: experience with Outlook, Microsoft Teams, Zoom, and Asana

Core Competencies

• Executive presence and professionalism
• Relationship-building across teams and external stakeholders
• Strategic thinking paired with strong operational execution
• Flexibility, adaptability, and sound judgment
• Accountability, follow-through, and attention to detail

Why This Role Matters
This role strengthens ACLU-AL’s leadership capacity by ensuring executive and operational priorities are supported, events are well-executed, and internal systems run smoothly. By combining executive support with special events coordination, this position enhances organizational effectiveness while allowing leadership to focus on strategy, advocacy, and impact.

Compensation and Benefits:
Salary is between $50,000 - $60,000, depending on experience.

How to Apply
Please submit a current resume via email to: [email protected] with “Executive Assistant & Special Events Coordinator” in the subject field.
Any candidates requesting accommodations may either contact us at [email protected], or through an independent 3rd Party at [email protected].

Equal Employment Opportunity Employer
The ACLU of Alabama is an equal opportunity/affirmative action employer and encourages applications from all qualified individuals, including women, people of color, persons with disabilities, and lesbian, gay, bisexual, non-binary and transgender individuals.