Executive Assistant & Special Events Coordinator

Executive Assistant & Special Events Coordinator

ACLU of Alabama (ACLU-AL)

Classification:
Full-Time, Exempt

Reports to:

Operations Manager

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.

• 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

• 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

• 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

• 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

• 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

• 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

• 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.

• 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

• 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

This role strengthens ACLU-AL’s leadership…