Senior Administrative Assistant - DEI

Summary

The Senior Administrative Assistant will play a pivotal role in enhancing daily operations to support internal and external stakeholders. The ideal candidate will provide support for day-to-day operations and should be comfortable working in a fast-paced environment with multiple ongoing initiatives and special projects. The Senior Administrative Assistant understands the need for discretion and confidentiality to support the Chief DEI Officer (CDEIO) with sensitive matters. As the position involves collaboration with different departments to increase overall effectiveness in meeting the needs of employees, partnering organizations, and residents, strong attention to detail and exceptional business acumen are needed. The role goes beyond routine tasks, actively contributing to the County’s missions of fostering an equitable and inclusive culture.

Essential Duties And Responsibilities

• Cultural Proficiency: Adopt a culturally proficient approach, valuing diverse perspectives and promoting equity and inclusivity.
• Technical/Software Skills: Use technology to create and manage spreadsheets, reports, presentations, databases, and document management. Maintain knowledge of other technological services to support individuals with disabilities and those for whom English is not a first language.
• Project Management: Support department-related projects and initiatives by ensuring they are on track and meeting deadlines. Help coordinate cross-functional teams working on such projects. Maintain project tracking tools. Examples of projects include the Art and Prose of Freedom Contest, DEI Speaker Series, Strategic Equity Planning, departmental action plans, and other initiatives that promote employee growth and organizational development.
• Communication and Engagement: Deliver high-quality internal and external communications including presentations, documents, and directional correspondence related to special projects, standing committees, and Commissions. Collect, organize, and edit information required to produce high quality reports and updates.
• Meeting Coordination and Professional Development/Training Support: Arrange and coordinate meetings, training sessions, workshops, and presentations. Gather the necessary materials, and ensure all logistics are in place. Help coordinate event registrations (Professional development trainings, Inclusive Leadership Series, Justice and Equity Series, DEI Speaker Series, strategic planning initiatives) and support the work/projects of functional teams and Commissions such as the Advisory Council for Equity, the Women’s Commission, the Commission for LGBTQIA Affairs, the DEI Council, and employee resource groups.
• Documentation: Maintain accurate records and documentation of department-related activities, meetings, and initiatives. Collect and log data into a database and maintain an electronic file system. Maintain a routine review and report on necessary updates to the DEI SharePoint site and the County’s DEI webpage.
• Confidentiality: Handle sensitive information and discussions with the utmost privacy and discretion.
• Resource Management: Assist the CDEIO in maintaining/tracking the departmental budget. Manage the procurement and distribution of materials necessary for department initiatives. In accordance with established protocol, manage vendor (consultants, speakers, venues, etc.) invoices for processing.
• Other duties as assigned.
  
  

Qualification Requirements

• Technical certification and/or associate’s degree required. Bachelor's degree or equivalent experience preferred in communications, marketing, project management, business, human resources, or closely related fields.
• At least 3 years of experience in an office setting required.
• 3 years of experience in creating presentations, charts, story-telling utilizing power point or similar tools.
• Must understand and value equity and inclusion and take pride in being a part of a culture that brings together diversity of people, thoughts, perspectives, and expressions.
• Must be proficient in Microsoft Office Suite, (including Word, Excel, PowerPoint, SharePoint, and Outlook), Zoom, and other relevant software, along with a willingness to learn new applications as needed. Knowledge of graphics programs a plus.
• Must have experience collecting and logging data into a database and maintaining an electronic file system that allows for smooth retrieval.
• Strong written and verbal communication skills are required - ensuring accuracy and clarity in all communications. Proficiency with proofreading/editing required.
• Demonstrated ability to exercise sound judgment and take initiative, while professionally interacting with a diverse range of personnel and external agencies. Must possess the ability to exercise discretion in handling sensitive and confidential information.
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills. Flexible and open to change, with a readiness to pivot as priorities and needs shift.
• Demonstrated high-level of organizational, interpersonal, and problem-solving skills. Must possess strong time management skills and be adaptable.
• Ability to speak a second language and/or knowledge of ASL, desirable.
• Must possess the ability to travel to multiple locations throughout the County and must be willing to work occasional evenings and weekends.
  
  

PHYSICAL DEMANDS

• Light physical effort with intermittent sitting, standing, and walking.
• Comfortable working conditions but with some exposure to stress from problem-solving and liaising across departments and communities.