Assistant to Senior Director, Equity Diversity & Inclusion

About the Role

The Assistant to the Senior Director of Equity, Diversity & Inclusion provides high-level project coordination and administrative support to the Senior Director and the Office of Equity, Diversity, and Inclusion (OEDI). This role spans the EDI and Workforce Development teams and advances the office’s mission and strategic priorities across the Port and the broader community. Key administrative duties include managing a dynamic calendar with internal and external stakeholders, prioritizing requests based on urgency, and safeguarding security and confidentiality. The assistant also oversees day-to-day support such as onboarding and offboarding staff, reconciling Port travel cards, troubleshooting IT issues, and completing necessary paperwork for both teams. The position collaborates with the OEDI team and Senior Director to maintain internal communication platforms, including the SharePoint site, the internal Compass site, and the Change Team resources. It also involves creating materials, supporting resources, and editing both internal and external web content. As the Learning Management System (LMS) coordinator, the assistant creates and manages trainings and events, tracks attendance, generates completion reports, responds to employee questions, and posts training announcements on Compass. The role leads procurement, budgeting, and accounting functions, developing and managing the department budget, preparing quarterly reports, processing invoices from community partners and consultants, handling promotional hosting requests, and maintaining documentation for goods, services, and agreements. It also updates expense-control records such as EX-2 and Purchase Card Approver listings for the Central Procurement Office. Event logistics are handled end-to-end, from venue selection, catering, and vendor management to invitation design, distribution, and meeting setup, including technical support and material preparation. The assistant also supports internal Port employee events by managing invitations, communications, venue research, catering, and AV needs. The assistant works proactively with the OEDI team to identify opportunities for improving systems, processes, and technology. This ensures continuous enhancement of operational efficiency. • Provide senior‑level administrative support to the Senior Director and OEDI, managing calendars, requests, and confidential information. • Coordinate onboarding/offboarding, travel card reconciliation, IT troubleshooting, and required paperwork for EDI and Workforce Development teams. • Maintain internal SharePoint and Compass sites, create communications materials, and edit web content for OEDI. • Serve as LMS coordinator: develop trainings, track attendance, generate reports, answer employee queries, and post training announcements. • Lead procurement, budgeting, and accounting functions: develop departmental budget, process invoices, manage expense controls, and update purchase‑card approver records. • Plan and execute event logistics including venue selection, catering, vendor management, invitations, AV support, and day‑of assistance for internal and external events. • Identify and implement improvements to systems, processes, and technology within OEDI.

Key Responsibilities

• ▸calendar management
• ▸onboarding
• ▸sharepoint
• ▸lms coordination
• ▸procurement
• ▸event logistics

What You Bring

Candidates should have at least five years of senior-level administrative experience supporting executives, encompassing scheduling, budget and contract management, event planning, and project management. A strong commitment to equity, clear communication, meticulous attention to detail, technical proficiency, and the ability to juggle multiple priorities in a fast-paced, collaborative environment are essential. Proficiency in financial tracking, accounts payable/receivable, reconciliation, and expenditure monitoring is required, as is expertise with Microsoft Outlook, Word, Excel, PowerPoint, and SharePoint. Effective relationship-building, analytical thinking, adaptability, and detail-orientation round out the desired skill set. • Minimum five years senior‑level administrative experience supporting executives, covering scheduling, budget, contract, event, and project management. • Demonstrated commitment to equity, strong communication skills, attention to detail, and ability to manage multiple priorities in a fast‑paced environment. • Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and SharePoint; expertise in financial tracking, accounts payable/receivable, and contract management.

Requirements

• ▸senior admin
• ▸microsoft suite
• ▸financial tracking
• ▸accounts payable
• ▸contract management
• ▸equity commitment

Work Environment

Onsite