Assistant to Senior Director, Equity Diversity & Inclusion

Port of Seattle•Seattle, WA

About The Position

As the Assistant to the Senior Director of Equity, Diversity & Inclusion, you will provide high-level project coordination and administrative support to the Senior Director and the Office of Equity, Diversity, and Inclusion (OEDI), with responsibilities spanning across both the EDI and Workforce Development teams to advance the office’s mission and strategic priorities across the Port and the broader community. You will provide a range of complex Senior Director–level administrative services, including managing a dynamic calendar with internal and external stakeholders, prioritizing requests based on urgency, and maintaining appropriate security and confidentiality. You will coordinate day-to-day administrative support for the OEDI team, including onboarding and offboarding staff, reconciling Port travel cards, supporting and troubleshooting IT needs, and completing required paperwork for both teams. You will collaborate with the OEDI team and Senior Director to support internal communications, including maintaining the SharePoint site for Change Team members and the OEDI team, updating the internal Compass site, and creating materials and support resources for the Change Team. You will also serve as one of OEDI’s content coordinators, responsible for editing and maintaining both internal and external web content. You will serve as OEDI's Learning Management System (LMS) coordinator by creating and managing trainings and events, tracking and entering attendance, generating training completion reports, responding to employee questions about navigating EDI trainings, and posting or updating training announcements on Compass. You will lead and coordinate all logistics of OEDI procurement, budget, and accounting functions; develop and manage the department budget and quarterly reports; process invoices from community partners and consultants; submit promotional hosting requests and expense reports; maintain documentation for goods, services, and service agreements; and manage internal expense controls, including updating EX-2 and Purchase Card Approver records for the Central Procurement Office annually or as needed. You will manage event logistics such as venue selection, food service coordination, vendor management, invitation design and distribution, and meeting setup—including technical support, materials preparation, and day-of assistance. You will also support internal Port employee events by managing invitations, communications, venue research, catering, and AV needs. You will work with the OEDI team to proactively identify opportunities to improve systems, processes, and technology.

Requirements

Experienced – You have five (5) years of senior level administrative experience supporting senior management or executives that includes scheduling, budget and contract management, event planning, and project management.
Committed to Equity – You will apply equity and exemplify shared values, behaviors, and practices in all aspects of the work. At the Port of Seattle, equity is a daily responsibility and a foundational expectation for all Port employees.
Proficient – You bring expertise in financial tracking, and contract management, including accounts payable, accounts receivable, reconciliation, and expenditure monitoring. You center equity and justice in your approach to relationship building and teamwork. You understand key business and management practices—such as planning, resource allocation, leadership, team building, and coordination—and have experience in project and event management, including best practices for meeting setup, event protocol, and logistics.
Efficient Communicator – You are able to develop and maintain effective, trusting relationships, establishing credibility at all levels of the organization. You can also analyze and synthesize information from diverse sources and communicate key concepts clearly and effectively.
Adaptable & Detail-Oriented – You demonstrate strong attention to detail and a high level of accuracy while effectively managing multiple concurrent priorities. You also bring skills in event planning and project management.
Technically Skilled – You are proficient in a variety of computer programs, including Microsoft Outlook, Word, Excel, PowerPoint, and SharePoint.

Nice To Haves

Desired – We hope you bring a strong commitment to equity, proven proficiency in senior-level administrative support, budgeting and procurement, clear and effective communication, strong attention to detail, technical proficiency, and the ability to manage multiple priorities, projects, and events in a collaborative, fast-paced environment.

Responsibilities

Managing a dynamic calendar with internal and external stakeholders, prioritizing requests based on urgency, and maintaining appropriate security and confidentiality.
Coordinating day-to-day administrative support for the OEDI team, including onboarding and offboarding staff, reconciling Port travel cards, supporting and troubleshooting IT needs, and completing required paperwork for both teams.
Collaborating with the OEDI team and Senior Director to support internal communications, including maintaining the SharePoint site for Change Team members and the OEDI team, updating the internal Compass site, and creating materials and support resources for the Change Team.
Serving as one of OEDI’s content coordinators, responsible for editing and maintaining both internal and external web content.
Serving as OEDI's Learning Management System (LMS) coordinator by creating and managing trainings and events, tracking and entering attendance, generating training completion reports, responding to employee questions about navigating EDI trainings, and posting or updating training announcements on Compass.
Leading and coordinating all logistics of OEDI procurement, budget, and accounting functions; develop and manage the department budget and quarterly reports; process invoices from community partners and consultants; submit promotional hosting requests and expense reports; maintain documentation for goods, services, and service agreements; and manage internal expense controls, including updating EX-2 and Purchase Card Approver records for the Central Procurement Office annually or as needed.
Managing event logistics such as venue selection, food service coordination, vendor management, invitation design and distribution, and meeting setup—including technical support, materials preparation, and day-of assistance.
Supporting internal Port employee events by managing invitations, communications, venue research, catering, and AV needs.
Working with the OEDI team to proactively identify opportunities to improve systems, processes, and technology.

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