Special Assistant & Project Manager

Thomas College•Waterville, ME

About The Position

Thomas College, located?in beautiful Waterville, Maine, is defining what it means to be the College of the Future. With a strong commitment to innovation, career readiness, and community partnerships, Thomas College is consistently ranked by? U.S. News & World Report ?as one of Maine’s top colleges for social mobility. Our distinctive Guaranteed Job Program™,?accelerated undergraduate degrees, and flexible graduate programs empower students to advance faster in business, entrepreneurship, education, technology, applied STEM, and arts & science fields. At Thomas, belonging isn't a buzzword; it's a promise. We create a supportive, welcoming environment where every student is seen, valued, and prepared to thrive in a rapidly changing world. For more information visit thomas.edu? or contact MacKenzie Riley Young at? [email protected] ?or 207-859-1313. Find us on? Facebook ,? Instagram ,? Twitter ,? YouTube ,? LinkedIn , and? TikTok . Thomas College is seeking a highly organized, strategic, and discreet professional to serve as the full-time Special Assistant and Project Manager to the President. This is a unique opportunity to work at the center of institutional leadership, supporting the President and Board of Trustees while helping advance major strategic initiatives that shape the future of the College. The ideal candidate is a trusted advisor, skilled project manager, and polished communicator who thrives in a fast-paced environment and enjoys coordinating complex priorities with professionalism and sound judgment. In this high-impact role, you will: Provide high-level executive and administrative support to the President, managing a complex calendar, correspondence, travel, and confidential materials. Serve as a key liaison for internal and external stakeholders, ensuring the Office of the President operates efficiently and professionally. Support institutional strategic planning, master planning, capital initiatives, and major presidential projects. Coordinate cross-departmental projects, track milestones, manage workflows, and anticipate risks and resource needs. Support Board of Trustees governance, serving as Assistant Secretary to the Board, including planning meetings, preparing materials, and maintaining compliance with bylaws. Assist with major institutional events such as Commencement, Convocation, presidential retreats, and high-profile campus visits.

Requirements

Exceptional organizational skills and attention to detail
Strong project management and coordination experience
Advanced written and verbal communication skills
High emotional intelligence, political acumen, and professional presence
Proven ability to handle sensitive and confidential matters with discretion
The ability to manage multiple priorities independently in a dynamic environment
Proficiency with Microsoft Office and Adobe Acrobat
Bachelor’s degree required
Minimum of five (5) years of progressively responsible administrative or executive support experience preferred

Nice To Haves

Master’s degree in Project Management preferred
Experience supporting senior leadership strongly preferred
Higher education or nonprofit experience desirable
experience with collaboration or project-tracking tools is a plus

Responsibilities

Provide high-level executive and administrative support to the President, managing a complex calendar, correspondence, travel, and confidential materials.
Serve as a key liaison for internal and external stakeholders, ensuring the Office of the President operates efficiently and professionally.
Support institutional strategic planning, master planning, capital initiatives, and major presidential projects.
Coordinate cross-departmental projects, track milestones, manage workflows, and anticipate risks and resource needs.
Support Board of Trustees governance, serving as Assistant Secretary to the Board, including planning meetings, preparing materials, and maintaining compliance with bylaws.
Assist with major institutional events such as Commencement, Convocation, presidential retreats, and high-profile campus visits.