Job Posting

Executive Assistant

We are seeking a new Executive Assistant.

Please review the job posting below.

The blue button will take you to our application portal. We look forward to meeting you!

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.

POSITION DETAILS

We are seeking a highly skilled and qualified executive assistant who can serve as the administrative bridge between our executive staff and our growing team. In this role you will support our CEO and our Senior Scientist & Scientific Director of Data Insights. We need a team player with strong administrative, communication, and organizational skills with an emphasis on flexible problem solving. You will be working with a team of people who are juggling multiple complex demands and priorities.

PRINCIPAL RESPONSIBILITIES

  • Supporting the CEO and executive team through daily management of meetings, projects, and staff as required.
  • Serving as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action (referral or response) exercising judgement to reflect CEO’s style, objectives, and goals.
  • Completing a broad variety of administrative tasks that facilitate the executive team’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reports.
  • Working closely with the executive team to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense for the issues taking place in the environment and keeping the team updated.
  • Anticipating needs in advance of meetings, conferences, etc.
  • Supporting academic research efforts.
  • Maintaining customer confidence and protecting internal operations by keeping information confidential.
  • Proofreading and editing drafts of reports, emails, and other work for the executive team.
  • Assisting with special projects as needed.
  • Supporting business operations efforts as required.

NECESSARY SKILLS AND EXPERIENCE

  • Self-directed, able to take initiative, problem solve, and exercise independent judgment.
  • A very high level of independent judgment when communicating with various stakeholders.
  • Impeccable time management and organizational skills.
  • Ability to prioritize with minimal oversight.
  • Excellent communication (oral and written), collaboration, and interpersonal skills.
  • Discretion, confidentiality, and mature judgement.
  • High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
  • Make appropriate, informed decisions regarding priorities and available time.
  • Ability to complete a high volume of tasks and projects with little or no guidance.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  • 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.
  • Exhibits a growth and learning mindset and has a foundational understanding of structural and interpersonal marginalization, discrimination, and racism.
  • Strong ability to execute work with a diversity, equity, and inclusion lens.
  • Project coordination skills, including meeting management and cross team communications.
  • Strong business writing, proof-reading, and editing.
  • Expert proficiency with Microsoft Office and GSuite; ability to design and edit graphic presentations and materials.
  • 3+ years experience in roles that include internal management, 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 50k – 65k, depending on experience.
  • 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.