Administrative Assistant - Miami
ABOUT THE JOB
The American Civil Liberties Union (ACLU) Foundation of Florida seeks a highly organized and detail-oriented Administrative Assistant to provide on-site operational and administrative support across the organization. This position is based on-site in the Miami office, Monday through Friday, 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 on-site administrative support that keeps the ACLU of Florida coordinated and running smoothly. The goal is for staff and leadership to have reliable scheduling, documentation, travel, and event support so they can stay focused on the organization’s civil liberties work. This includes managing calendars and meeting logistics, preparing and organizing documents, coordinating travel and vendor payments, maintaining confidential files, and planning the logistics behind staff meetings, retreats, trainings, and other in-person convenings.
While this position is based in our Miami office, occasional statewide travel is anticipated. Although this role provides administrative support across the organization, we expect it to have a strong focus on in-person event and retreat planning, given its on-site location.
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.
- Provide in-person logistical support for meetings, trainings, and events — including room setup, materials preparation, and note-taking.
- Produce clean, accurate meeting summaries and distribute action items promptly.
- Maintain organized digital filing systems consistent with organization-wide naming conventions and systems standards.
- Format and prepare documents including memos, reports, correspondence, and other materials.
- Support data entry, metrics tracking, and report preparation as directed.
- Maintain shared drives, trackers, templates, and contact lists to support ongoing projects.
- 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.
- Prepare and ship materials to staff, leadership, and partners as needed.
- Maintain files and correspondence with a high degree of confidentiality and discretion.
- Assist with special projects and administrative tasks as directed by leadership.
- Track action items from meetings and support timely follow-through on commitments.
- Support logistics for in-person meetings, trainings, and convenings, including materials preparation, room coordination, and follow-up documentation.
- Plan and execute logistics for retreats, offsites, and other multi-day organizational convenings — including venue sourcing, room blocks, catering, materials, travel coordination for attendees, and day-of execution.
- Assist with onboarding coordination, travel arrangements, and event logistics as needed.
- Support volunteer- and community-facing logistics, including materials preparation, package shipments, and coordination for statewide events and convenings.
- Transcribe meetings or proceedings and prepare summaries when needed.
- Support administrative logistics for public-facing events and community programs.
- Perform other tasks as needed to advance the work of the Executive Team and strategic objectives of the affiliate.
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 In-Office 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.