Senior Administrative Assistant, Diversity, Equity, and Inclusion (Hybrid)
Position Overview
The senior administrative assistant, diversity, equity, and inclusion (DEI) will support and work closely with the DEI team and other interdepartmental partners, to ensure efficient communication, logistics planning, information sharing, and effective use of systems for organizing, tracking, and meeting deadlines. While receiving guidance from experienced staff on the DEI team, a great candidate will bring knowledge of administrative procedures, proficiency in MS systems, and strong organizational and project management skills.
The senior administrative assistant reports to the vice president, DEI and will be based in Pew's Washington, DC office, and is eligible for hybrid work (two core days in office).
Responsibilities
General department and administrative functions
- Develop and maintain a basic knowledge of the diversity, equity, and inclusion department to understand and support the work of the business unit.
- Provide administrative support to the DEI team to include calendar management for the VP, DEI and meeting planning.
- Handle key administrative functions for the DEI team, including proofreading and editing documents, coordinating, and preparing physical and electronic mailings, updating, and maintaining databases, scheduling and preparing for virtual and in-office meetings, tracking meetings in Salesforce, copying and faxing.
- Support and contribute to DEI speaker series, champions program and other institutional and interdepartmental committees, as assigned.
Meetings and convenings
- Schedule virtual and in-office meetings, appointments, and conferences with internal and external attendees.
- Work closely with the DEI team to provide logistical and operations support for internal, department-wide events.
- Liaise with Contracts and Procurement Services (CAPS) for honoraria and letters of agreements for internal, department-wide events
- Work with the DEI team to prepare briefing materials for department events.
- Support events, including preparing name badges, collaborating with conference and events services, and coordinating meeting logistics, as well as ad-hoc assignments associated with events and programming.
Task tracking and calendar management
- Work in close coordination with DEI team, to track tasks and deadlines; compile daily task list and schedule; support prioritization and flow of work.
- Proactively manage calendars to support the smooth functioning of the DEI team.
Travel and expense management
- Prepare and submit expense reports, third-party reimbursements, invoices, and credit card coding reports for the department. Track payments, as requested.
- Coordinate DEI related invoices and payments as needed with Finance
- Manage travel arrangements, international and domestic for department activities and assist, as needed, with staff and third-party travel reservations and planning.
Requirements
- High school diploma or equivalent is required. College degree is preferred.
- Generally, requires seven years of administrative experience in a fast-paced, dynamic environment.
- Strong oral communication skills, including a polished telephone manner and ability to take detailed and thorough messages.
- Strong written communication skills including proofreading and editing skills.
- Strong time management skills and experience with meeting deadlines.
- Sound judgment and discretion in handling confidential information, as well as ability to conduct oneself in a highly professional manner.
- Flexibility to work as part of a team or independently to meet goals in a fast-paced, deadline-driven environment. Self-directed to act and resolve issues.
- Keen attention to detail. Monitors and checks work for accuracy and quality.
- Skilled at coordinating meetings and travel arrangements.
- Understanding organizational structure and work through administrative systems.
- Always maintains a strong customer service demeanor.
- Demonstrated proficiency in Office applications and electronic calendars (Windows, Microsoft Word, Excel, PowerPoint, and Outlook).
Travel
Occasional domestic travel may be required.
Work Authorization:
Candidates must be legally authorized to work in the country for which they are seeking employment without the need of a visa sponsorship.
Salary Range
$61,800 USD - $69,100 USD
The salary range represents a reasonable estimate of the annual salary based on Pew’s commitment to provide equitable and market-competitive pay. The actual salary offered will take into consideration many factors including but not limited to job-related knowledge, skills and experience, internal pay equity, and business need.
Total Rewards
We offer a competitive salary and benefit program, including: comprehensive, affordable health care through medical, dental, and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to maintain a good balance.
The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.
