Executive Program Assistant

ACLU; Miami (FL); On-site; USD 48,000 - 68,000; Full time

Job summary

The American Civil Liberties Union Foundation of Florida seeks an Executive Program Assistant to provide on-site administrative support to the four directors of the organization’s programmatic teams. Based in the Miami office, the role involves coordinating calendars, travel planning, meeting materials, and close collaboration with leadership.

Occasional statewide travel and weekend work may be required. The position emphasizes in-person event planning support and cross-department collaboration

Qualifications

• Highly organized and detail-oriented professional supporting four directors.
• On-site administrative and logistical support across Legal, Field, Communications, and Policy & Advocacy.
• Occasional statewide travel and weekend work as needed.

Responsibilities

• Manage scheduling, calendar holds, reschedules, and meeting logistics for the four directors.
• Prepare meeting summaries and distribute action items.
• Coordinate travel arrangements and expense reimbursements.
• Support event planning and vendor coordination across departments.
• Maintain confidential files and assist with special projects.

Skills

Highly organized

Detail-oriented

Calendar management

Travel coordination

Job description

The American Civil Liberties Union (ACLU) Foundation of Florida seeks a highly organized and detail-oriented Executive Program Assistant to provide on-site operational and administrative support to the four directors of the organization’s programmatic teams: Legal, Field, Communications and Policy & Advocacy. This position is based on-site in the Miami office, Monday through Friday, with occasional statewide travel and occasional weekend work.

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.

Because of the confidential nature of this role, it is not a bargaining unit position.

WHAT YOU’LL DO

Working in close collaboration with leadership across the organization, the Executive Program Assistant will provide the on-site administrative and logistical support that keeps our programmatic departments coordinated and running smoothly. Because the role sits across litigation, organizing, communications, and advocacy, the successful candidate will be comfortable moving between distinct workflows in the same week - e.g., supporting a court filing deadline, a statewide day of action, a press event, and a legislative hearing - while working closely with the Deputy Executive Director and Strategy Officer to manage the prioritization of each director’s critical tasks.

While this position is based in our Miami office, occasional statewide travel is anticipated. Although this role provides administrative support across departments, we expect it to have a strong focus on in-person event planning support, given its on-site location.

YOUR DAY TO DAY

Cross-Departmental Administrative Support

• Manage scheduling, calendar holds, reschedules, and recurring meeting logistics for the Directors of Legal, Field, Communications, and Policy and Advocacy.
• Send calendar invites with Zoom links, agendas, attachments, and prep materials in advance of all meetings.
• Produce clean, accurate meeting summaries and distribute action items promptly across all four departments.
• 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 for each director.
• Research and book travel for the four directors and their teams; process pre-travel authorizations and expense reimbursements through Expensify.
• Coordinate vendor inquiries and support invoice processing and vendor payments across the four program areas.
• Maintain files and correspondence with a high degree of confidentiality and discretion.
• Support management and labor relations across the programmatic departments.
• Track action items from meetings and support timely follow-through on commitments.
• Assist with special projects and administrative tasks as directed by the Deputy Executive Director and Strategy Officer and organization leadership.

Supporting the Communications Department

• Assist with media monitoring, press list maintenance, and tracking of earned media placements.
• Support logistics for press conferences, media availabilities, and other public-facing communications events.
• Help distribute press releases, talking points, and rapid-response communications to staff and partners.
• Support scheduling and materials preparation for interviews, op-ed placements, and other communications engagements.

Supporting the Field Department

• Support statewide volunteer coordination, including scheduling, contact list maintenance, and materials preparation for canvasses and advocacy days.
• Assist with logistics for community organizing events, coalition meetings, and Civic Leadership Academy convenings, including venue coordination and travel support for organizers and partners.
• Prepare and ship materials to field staff, volunteers, and community partners as needed.
• Support scheduling and administrative coordination for regional field team check-ins.

Supporting the Legal Department

• Assist with maintaining litigation calendars, court dates, filing deadlines, and case tracking logs.
• Support the organization and distribution of case files, pleadings, and correspondence with outside counsel and co-counsel.
• Coordinate logistics for depositions, hearings, and legal team meetings, including scheduling and materials preparation.
• Assist with intake logistics and routing of incoming legal inquiries as directed.
• Assist with trial preparation and logistics.

Supporting the Policy and Advocacy Department

• Support scheduling and logistics for legislative session travel, advocacy days, and coalition briefings.
• Assist with tracking bill hearings, committee schedules, and legislator