ABOUT THE JOB
The American Civil Liberties Union (ACLU) Foundation of Florida (ACLU of Florida) seeks a proactive and detail-driven Administrative Assistant to provide remote operational and administrative support across the organization. This position is remote and requires a Monday through Friday schedule, with occasional statewide travel. All candidates must reside in Florida.
The American Civil Liberties Union Foundation of Florida (ACLU of Florida or ACLU-FL) is an affiliate of the national ACLU, a national public interest organization devoted to the defense of the Bill of Rights. For over 100 years, the ACLU has served as the nation’s primary protector of the liberties that define our democracy. The organization implements its vital civil liberties mission in all 50 states, in large part through affiliate entities such as the ACLU of Florida.
The ACLU of Florida, the state’s largest civil rights and civil liberties organization, employs litigation, public policy advocacy and organizing, and public education to protect and promote a broad range of constitutional values and individual rights, such as freedom of speech, racial justice, right to privacy, religious liberty, criminal justice reform, voting rights, reproductive rights, LGBTQ+ rights, disability rights, and immigrants’ rights. The ACLU of Florida litigates a broad range of complex constitutional cases in federal and state courts through direct representation, filing amicus briefs, and submitting administrative complaints to state and federal agencies.
This is a regular, bargaining-unit position represented by the National Organization of Legal Services Workers/United Auto Workers Local 2320 (NOLSW/UAW Local 2320), under the terms of the ACLU of Florida’s collective bargaining agreement.
WHAT YOU’LL DO
Reporting to the Deputy Executive Director and Strategy Officer or designee and working in close collaboration with staff and leadership across the organization, the Administrative Assistant will provide the remote administrative support that keeps the ACLU of Florida coordinated no matter where staff are located. The goal is for staff and leadership throughout the state to have reliable scheduling, documentation, travel, and communications support so they can stay focused on the organization’s civil liberties work. This includes managing calendars and virtual meeting logistics, preparing and organizing documents, coordinating travel and vendor payments, tracking hiring and grant workflows, and supporting the organization’s public-facing communications and advocacy efforts.
While this position is remote, it requires availability during standard business hours and occasional statewide travel. Although this role provides administrative support across the organization, we expect it to draw heavily on independent judgment and adaptability, given the pace and geographic reach of the work it supports.
YOUR DAY TO DAY
- Manage scheduling, calendar holds, reschedules, and recurring meeting logistics for staff and leadership across the organization.
- Send calendar invites with Zoom links, agendas, attachments, and prep materials in advance of all meetings.
- Take notes during virtual meetings and produce clean, accurate summaries with clear action items.
- Assist with planning and logistics for virtual and in-person events across the organization.
- Maintain organized digital filing systems and enforce consistent naming conventions across shared drives.
- Format and prepare documents including memos, reports, talking points, and other materials.
- Support data entry, metrics tracking, and report preparation as directed.
- Maintain shared trackers, templates, and contact lists to support ongoing projects.
- Prepare briefing materials for meetings and stakeholder engagements, including background research and talking points.
- Assemble materials for campaign meetings, donor or partner conversations, and leadership updates.
- Assist with grant tracking, reporting deadlines, and acknowledgment workflows as needed.
- Research and book travel for staff; process pre-travel authorizations and expense reimbursements through Expensify.
- Coordinate vendor inquiries and support invoice processing and vendor payments.
- Track applicant status, reference checks, and hiring workflows across open positions.
- Support onboarding and offboarding tasks and related documentation.
- Handle confidential administrative tasks with a high degree of discretion.
- Track and update metrics for social media, website analytics, email performance, media requests, and earned media placements.
- Distribute key messaging, talking points, and rapid-response communications to staff across all geographies.
- Assist with coordination of digital volunteer networks and communications ambassador activities.
- Support scheduling, document organization, and administrative coordination for legislative sessions, advocacy days, coalition briefings, and public hearings.
- Transcribe meetings or proceedings and prepare summaries when needed.
- Support coordination of statewide convening work, including logistics for partner meetings and emerging issues summits.
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 Florida reserves the right to change the job description and/or posting at any time without advance notice. Employees may also perform other duties as assigned.
FUTURE ACLU’ERS WILL
- Have an unwavering commitment to the mission of the ACLU, including a demonstrated commitment to equity, racial justice, and the full protection of civil liberties.
- Center and embed the principles of equity, inclusion, and belonging in their work, using a personal approach that values all individuals and respects differences in race, ethnicity, age, gender identity and expression, sexual orientation, religion, ability, and socio-economic circumstance.
- Be committed to working collaboratively and respectfully toward resolving obstacles and conflict.
WHAT YOU’LL BRING
While no one person will have all of the qualities enumerated below, the successful candidate will bring many of the following qualifications and attributes:
- Bachelor’s degree or equivalent combination of education and experience in a related field.
- Minimum of three (3) years of progressively responsible administrative experience supporting multiple teams or senior leaders.
- Strong proficiency with Box Integration, Microsoft Office Suite, Google Workspace, and project management tools such as Asana or Airtable.
- Excellent written and verbal communication skills, with professional judgment in handling sensitive and confidential information.
- Strong organizational and time-management skills; ability to manage competing priorities in a fast-paced, mission-driven environment.
- Demonstrated event planning experience, including coordinating retreats, conferences, trainings, or other multi-day organizational convenings — from venue and vendor logistics to materials, scheduling, and day-of execution.
- High attention to detail and commitment to accuracy.
- Ability to work independently and collaboratively across diverse teams.
- Demonstrated experience supporting governance functions, legal operations, executive offices, or finance teams preferred.
- Oral and written fluency in English required; bilingual proficiency (English/Spanish or English/Haitian Creole) strongly preferred given Miami-Dade’s multilingual community.
- A valid State of Florida Driver License.
- Ability to lift 50 pounds.
The ACLU of Florida is committed to equity, transparency, and clarity in pay. Compensation will be commensurate with experience, within the range of $61,240 to $65,000 (Pay Grade 4).
The ACLU of Florida provides excellent benefits, including health and dental insurance with generous vacation, holiday, and sick leave policies, as well as a Defined Contribution 401(k) Retirement Plan. Base vacation leave is five weeks per year, increasing to six weeks per year after five years of service.
To apply for the Remote Administrative Assistant position, visit this link. All attachments should be in Microsoft Word or PDF format.
This job description provides a general but not comprehensive list of the essential responsibilities and qualifications required for the Field Organizer position. It does not represent a contract of employment. The ACLU of Florida reserves the right to change the job description and/or posting at any time without advance notice.
OUR COMMITMENT TO ACCESSIBILITY, EQUITY, DIVERSITY & INCLUSION
Accessibility, equity, diversity, and inclusion are core values of the ACLU of Florida and central to our work to advance liberty, equality, and justice for all. For us, these are not just check-the-box activities, but a chance to make long-term, meaningful change. We are a community committed to learning and growth, humility and grace, transparency and accountability. We believe in a collective responsibility to create a culture of belonging for all people within our organization — one that respects and embraces difference, treats everyone equitably, and empowers our colleagues to do their best work. We are as committed to anti-oppression, anti-ableism, and anti-racism internally as we are externally. Because whether we’re in the courts or in the office, we believe ‘We the People’ means all of us.
With this commitment in mind, we strongly encourage 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, veteran status and record of arrest or conviction, or any other characteristic protected by applicable law.
If you need an accommodation to participate in the application or interview process, or to perform the essential functions of this job, the ACLU of Florida will provide one. We make every effort to ensure that our recruitment and employment efforts provide people with disabilities full opportunities for employment in all positions, and we undertake affirmative action strategies to help make that a reality.