Job Description
Position: Diversity & Inclusion Assistant
Status: Direct Hire
Location: Washington DC
- Exceptional communication skills, both written and verbal*
About The Organization
This opportunity is for work inside of a world-class law firm with 15 offices world-wide including 10 in the United States. If you are a polished professional with the skills described, demonstrating dependability and long tenure in your previous roles, as well as a willingness to work well with a positive attitude, we encourage you to apply for this role within this highly reputable firm.
ESSENTIAL FUNCTIONS And RESPONSIBILITIES
The D&I Assistant serves as a key member of the firmwide diversity and inclusion initiative. The D&I Assistant will provide support in executing all administrative functions of the firm's D&I programming, including coordinating logistics for events and providing support for special projects as needed. This position assists members of the D&I Department with all administrative functions and reports to the D&I Manager.
Responsibilities Include But Are Not Limited To
- Providing administrative support for all aspects of D&I focused programs and events, including those related to professional development and training, affinity groups, alumni and client networks, heritage month events, and diverse recruiting and pipeline programs. (E.g., creating graphics and invitations, drafting guest lists, tracking RSVPs, responding to follow up questions, handling catering and conference room needs, managing high volume orders of program books or gifts, and providing technological support including Zoom/Teams room hosting, breakout rooms, recording, coordinating plans with audio-visual teams, etc.)
- Coordinating and tracking firm sponsorships of diversity events and partnerships with strategically aligned organizations (including updating project management trackers, processing invoices, coordinating ad submissions, communicating with internal and external stakeholders about programs, coordinating invitee lists, and following up with attendees for post-event feedback).
- Processing and tracking all D&I expenses and invoices.
- Monitoring the D&I team Outlook inbox, , and forwarding or responding to messages accordingly; maintaining and updating the D&I calendar.
- Updating the D&I intranet pages and helping develop content.
- Assisting with industry and market research projects, including in connection with content for the D&I Newsletter.
- Producing exceptional written work product.
- Assisting the Chief D&I Officer and Director of D&I with processing their individual expenses, as needed.
- Providing support for special summits and events.
- Serving as a visitor coordinator, greeter, and/or host for meetings, trainings, etc.
- Managing logistics of firm consultant visits, including booking hotels and conference rooms, organizing attorney meeting schedules, working with the security team to ensure smooth security clearances and visitor badges, etc.
- Updating distribution and membership lists for various D&I groups, and organizing routine messaging (E.g., sending new employees D&I Welcome emails, etc.)
- Memorializing meeting notes and minutes at various D&I meetings and editing them for circulation.
- Scheduling and coordinating all D&I Committee meetings.
Qualifications
- Four-year college degree and a minimum of one year of administrative experience in professional services, corporate, or law firm environment or a minimum of three years of administrative support experience in a professional services, corporate or law firm environment required.
- Strong proficiency in Windows operating systems and Microsoft Office Suite and/or related software. Experience with Smartsheet and proficiency in HTML preferred.
- Excellent administrative and communications skills, both oral and written skills.
- Strong project management and problem-solving skills.
- Strong motivation to respond to requests quickly and accurately.
- Ability to perform responsibilities with tact, diplomacy, discretion and respect for confidentiality, diversity, and colleagues' roles and responsibilities.
- Ability to prioritize and manage time effectively.
- Possess reliability, dependability, and motivation.
- Strong attention to detail, organization, and process acumen.
- Ability to work in a fast-paced environment while maintaining accuracy.
- Ability to prioritize tasks and handle a high volume of work.
- Exceptional client service, both internal and external; collegiality with colleagues, vendors, and others whom this position has contact.
- Flexibility to work additional hours, as necessary.
PHYSICAL DEMANDS
- This position routinely utilizes standard office equipment such as laptops, computers, phones, photocopiers, and filing cabinets, in a home office as well as an in-person office environment.
- Ability to lift/move up to 20 pounds.
- This position is generally performed in a professional office setting; 70% sitting, 20% standing, and 10% walking.
- The physical requirements described are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with a qualifying disability to perform the essential functions.
GENERAL INFORMATION: Applicants are assured of equal consideration regardless of race, age, color, religion, national origin, gender, GINA, political affiliation, membership or non-membership in employee organization, marital status, physical handicap which has no bearing on the ability to perform the duties of the position.
