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DS Administrative Assistant

COMPANY OVERVIEW

Diversity Science is a public-benefit company. We are based in Portland, Oregon and have team members located across the United States. Diversity Science champions an evidence-based approach to equity and inclusion. Our mission is to create real and meaningful change by translating the latest research into practical and effective strategies and tools that create diverse, equitable, inclusive, and innovative organizations.
Our team is comprised of people who are committed to advancing workplace equity, inclusion, and diversity for organizational members and the people they serve. Our team members draw on their lived experiences and expertise in social and cognitive science, systems change, data science, and organizational psychology to support organizations in their journey toward greater equity, inclusion, and diversity. Our services include training, eLearning, and capacity-building, workplace climate and culture assessments, policy audits, and consulting and strategic advising. For more information about our team and the work we do, please visit diversityscience.org.

JOB DESCRIPTION

We are seeking a highly skilled and dynamic administrative assistant. In this role you will support our Director of Operations, helping to build the framework and systems for our growing company. Additionally, you will also provide general support to our Client Solutions (Business Development) team. We need a team player with strong administrative, communication, and organizational skills with an emphasis on flexible problem-solving. This position is 100% remote.

PRINCIPAL RESPONSIBILITIES
  •  Daily management of meetings, priorities, projects as required.
  • Completing a broad variety of administrative tasks that facilitate the Director of Operations ability to effectively aid in leading the organization, including assisting with special projects; designing and producing documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; etc.
  • Working closely with the Director of Operations to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
  • General research to support the building of internal business systems.
  • Supporting business operations efforts and special projects as required.
  • Protecting internal operations by keeping information confidential.
  • Proofreading and editing drafts of reports, emails, and other work for the executive team, as a backup to the EA, when needed.

NECESSARY SKILLS AND EXPERIENCE
  • Self-directed, able to take initiative, and problem solve.
  • Impeccable time management and organizational skills.
  • Ability to prioritize with minimal oversight, making appropriate, informed decisions regarding priorities and available time.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  • Excellent communication (oral and written), collaboration, and interpersonal skills.
  • Strong business writing, proof-reading, and editing skills.
  • High degree of professionalism in dealing with diverse groups of people.
  • Able to maintain a high level of integrity and discretion in handling confidential information.
  • Must be a resourceful team player. Ability to adapt to a changing work environment is essential.
  • Project coordination skills, including meeting management and cross-team communications.
  • Expert proficiency with Microsoft Office and GSuite; ability to design and edit graphic presentations and materials.
  • 3+ years of experience in roles that include both coordination and administrative duties.
  • As a mission-driven organization, we are prioritizing candidates who exhibit a growth and learning mindset and have a foundational understanding of structural and interpersonal marginalization, discrimination, and racism. Experience working in a higher education and/or health care setting will also be considered as a strength during the selection process. 
IMPORTANT NOTE: Although these are the primary job responsibilities, Diversity Science is a small and rapidly growing company. Everyone pitches in wherever needed, and that is a core expectation for this position.

COMPENSATION AND BENEFITS
  • Annual compensation DOE.
  • Medical, dental, and vision insurance
  • FSA contributions matched up to $2,750 annually
  • Life insurance
  • Paid vacation, sick time, and holidays
  • Participation in the Diversity Science 401k plan
  • Relaxed, family-like atmosphere

OUR COMMITMENT TO EACH OTHER
We believe that diversity makes us better. We believe that inclusion helps us thrive. We believe that equity is imperative. We are therefore committed to creating a collaborative workplace where we all can show up authentically, be respected for our diverse perspectives, prioritize connection, and contribute fully to our shared mission. In our work and workplace, we are always guided by our values:
  • Strength-focused: We empower each other by recognizing, valuing, and building on our diverse and unique strengths.
  • Learning-focused: We continuously learn from each other by creating a safe space for growth.
  • Evidence-focused: We are effective and innovative by leveraging the best available science.
  • Mission-focused: We act in service of supporting clients and partners in advancing diversity, equity and inclusion in all aspects of our work.
We are proud and committed to being an equal opportunity employer and collaboratively creating and sustaining an organization that is equitable and inclusive. We seek out and value diversity of backgrounds, identities, social positions, experiences, skills, and perspectives.
If you would like to download a copy of the Job Posting, click here: Assistant Administrator Job Posting
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