The Communications Assistant is responsible for providing communications and administrative support to the Communications and Media Advocacy department of the ACLU of Southern California.
The position is integral to the department’s success as that person will often serve as the first touchpoint to the department both internally and externally. The position requires a person who possesses clear and responsive communications skills; a high-level of organization, documentation and follow through; and professionalism.
Specifically, this position will field ad hoc press and media inquiries; serve as a departmental liaison with other staff across the organization, coalition partners and consultants; fulfill scheduling, data entry and data reports and requests; coordinate agendas and take notes for strategy sessions and department meetings; set up virtual and in-person meetings; monitor workflow deadlines and commitments; organize and maintain intranet resources, archives, databases and marketing inventory; and help update the ACLU SoCal website.
The position may require a willingness to work beyond a standard 7.5 hour workday, including evening and weekend meetings and events. Work weeks in excess of 40 hours may be required with some frequency.
This position will work closely with department staff and interface with people in and outside of the organization daily.
The position reports directly to the Chief Communications and Marketing Officer (CCMO).
- Media support. Answer, screen and forward communications requests received via phone or e-mail to the appropriate recipient(s); deliver, send and rush media communiques to press; collect and organize media clips and mentions and produce regular reports for internal tracking and sharing.
- Web posting. Help update the website including but not limited to press releases, case filings, staff bios, job postings, etc.
- Media tracking and research. Pull and compile reports on media coverage and digital reach; fulfill research projects as assigned.
- Intranet. Maintain a dynamic and accessible departmental hub for staff and partners; produce regular/quarterly progress reports for staff and stakeholders; create surveys for staff feedback.
- Internal triage support. Answer, screen and forward internal inquiries to the appropriate staff; streamline processes and best practices for internal communication; and train staff and direct staff to department resources.
- Other duties as assigned.
- Project management. Maintain our project management system and editorial calendar; respond to and keep request forms updated; track deadlines and provide campaign status reports.
- Scheduling and logistics. Coordinate meetings for the CCMO and the department with internal and external partners; make travel arrangements; set up virtual and in-person conference calls and handle logistics like parking and catering when necessary.
- Notetaking. Document departmental actions and key takeaways and assign calendar deadlines, tasks or reminders.
- Budget and finance. Collect invoices and receipts for department expenses; prepare check requests for vendors, subscriptions and consultants; fulfill reimbursements and payments in collaboration with the Finance team and the CCMO.
- Vendor outreach and order fulfillment. Coordinate vendor requests like translations; fulfill orders and shipment.
- Marketing inventory. Maintain marketing materials like swag and printed brochures; keep track of distribution of materials; and fulfill orders.
- Data management and entry. Help organize and collect all key performance indicators per campaign and platform; fulfill data web requests and maintain e-mail lists; and other duties assigned.
- Archive. Maintain physical and digital archives of affiliate communications materials.
- Events support. Run logistics and research support for affiliate events and support ticketing and fulfillment of sponsorships.
- Assist with other administrative functions as assigned.
RACIAL EQUITY COMPETENCIES
Understanding and Applying Racial Equity (0-17 months)
- Demonstrate commitment to building or deepening understand of racial equity:
- Core terms and concepts such as structural racism, white privilege, and anti-Blackness.
- The role that racial inequity has played and continues to play in our society.
- How race impacts supervisory relationships, team dynamics, and organizational culture.
- Personal/implicit/unconscious bias.
Working for Racial Equity (18+ months)
- Consistently assess structural implications and racially disproportionate impacts of policies, activities, and decisions within the context of their job responsibilities; race/ethnicity, intersection of race/ethnicity, gender, identity, and/or sexual orientation.
- Consistently adhere to organization’s racial equity policies and procedures, including those that relate to hiring, retention, and promotion.
- Consistently identify and disrupt ways in which bias plays out in work and/or team.
- Minimum of one year of experience in a relevant communications or marketing position.
- Experience with media and digital management software such as CISION and Meltwater.
- Experience with managing calendars and scheduling utilizing Microsoft Outlook, Teams and Zoom.
- Experience working with spreadsheets and data entry software.
- Experience with Asana or other project management systems as well as creating forms and surveys.
- Working knowledge of HTML and CSS preferred.
- Strong verbal and written communication skills.
- Excellent organizational and interpersonal skills.
- Creative problem-solver with the ability to adapt to changing priorities and respond to communication needs.
- Passionate about civil liberties and civil rights.
- A professional approach and a commitment to a workplace that values and respects differences of race, ethnicity, age, gender, gender identity and expression, sexual orientation, religion, ability, and socio-economic circumstances.
COMPENSATION & BENEFITS
The salary range for this position is $25.60 to $28.55 per hour.
Benefits include medical, vision, and dental insurance for staff members and their eligible dependents; life and long-term, short-term disability insurance; 401(k) plan with employer match; ample vacation and sick leave and fourteen paid holidays.
Please submit a resume, cover letter, a writing sample, and three references for "Communication Assistant” through our online Applicant Tracking Portal. (NO Phone Calls PLEASE)
The ACLU of Southern California is committed to developing a culture of diversity, equity, respect, and inclusion and to strive to maintain a workforce that reflects the communities that we serve.
The ACLU SoCal is an equal opportunity employer that does not unlawfully discriminate on the basis of any status or condition protected by applicable law. We encourage all qualified individuals to apply and value people of all races, genders (including gender identity or expression), sexual orientations, disabilities, citizenships, ages, religions, and national origins and who have different marital statuses, family caregiving responsibilities, lived experiences with the criminal justice systems, and genetic information. The ACLU SoCal does not tolerate discrimination or harassment on the basis of any of these characteristics.
The ACLU SoCal is committed to providing reasonable accommodation to individuals with disabilities. If you are a qualified individual with a disability and need assistance applying online, please e-mail firstname.lastname@example.org. If you are selected for an interview, you will receive additional information regarding how to request an accommodation for the interview process.