Executive Assistant & Special Events Coordinator

Executive Assistant & Special Events Coordinator

ACLU of Alabama (ACLU-AL)

Classification:
Full-Time, Exempt

Reports to:

Chief of Staff

Position Summary

The Executive Assistant & Special Events Coordinator provides high-level administrative and operational support to the Executive Team 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 Team, 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 the Chief of Staff.

Operational & Administrative Support

• Support the Chief of Staff and the rest of the Executive Team 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 the Chief Financial Officer, Chief of Staff, and other internal stakeholders as appropriate.
• Track vendor deliverables, invoices, and timelines to ensure smooth execution.

Cross-Team Collaboration & Follow-Up

• Collaborate with internal teams 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 Assistant is empowered to act independently within their scope of responsibility and exercise sound judgment in managing day-to-day operations, communications, and administrative matters understanding that the Executive Director holds final decision-making authority.
• The Chief Financial Officer provides oversight related to finance, budgeting, contracts, and organizational administration and retains final decision-making authority within those areas.
• The Chief of Staff ensures organizational priorities are coordinated across departments, supports leadership initiatives, and provides day-to-day guidance and workflow alignment for the position
• The EA & Special Events Coordinator escalates competing priorities, opportunities, or conflicts to leadership as needed to ensure clarity and alignment.
• The Executive Director sets strategic priorities and retains final decision-making authority. In the absence of the Executive Director, the Deputy Director serves as the designated decision-maker for matters requiring executive approval.

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…