Special Assistant & Project Manager

Northeastern University•Boston, MA

1d•$60,315 - $85,193•Onsite

About The Position

The Special Assistant & Project Manager is project- and systems-focused, providing project management services and executive-level support to one or more senior leaders in the Office of the Provost. This role requires critical thinking, sound judgment, attention to detail, and the ability to handle sensitive and confidential information with discretion. The Special Assistant & Project Manager gathers, assembles, and analyzes information from a wide variety of sources; compiles reports; schedules and coordinates meetings across multiple teams; and prepares agendas and related materials. This position supports the Deputy Provost, the Vice Provost and University Registrar, and the Vice Provost for Research Administration in the Office of the Provost. This is a full-time, in-person position based five days per week on campus.

Requirements

Highly effective skills in project management
Written, verbal, and interpersonal communication skills
Attention to detail
High-level data analysis skills
Critical thinking skills
Ability to influence others
Ability to manage competing priorities
Ability to create effective office systems
Strong multitasking and coordination skills across multiple groups
Proficiency in Microsoft Office Suite (web research, presentation and spreadsheet development, database management)
Professional discretion
Sound judgment
Calmness under pressure
Bachelor’s degree plus at least three to five years of relevant experience

Responsibilities

Leads project management work for the Office of the Provost, applying critical thinking and problem-solving skills to special projects and assignments, including triaging challenges and escalating barriers as needed.
Compiles data, identifies specific tasks, tracks and reports progress against project plans, supports strategic planning and goal setting, and advises leadership on potential efficiencies and complementary initiatives.
Prepares draft communications, proofreads documents, and coordinates the production of reports for a variety of audiences.
Identifies opportunities to streamline office processes and implements improvements in collaboration with leadership.
Manages the many demands on the executives’ time, prioritizing requests and resolving scheduling conflicts with diplomacy and discretion.
Anticipates needs by providing necessary background and research materials in advance, ensuring executives are well-prepared for all meetings, events, and speaking engagements.
Prepares briefing materials, agendas, and talking points; captures notes and action items; and tracks follow-through on commitments.
Arranges complex domestic and international travel, prepares itineraries, and submits expense reports in a timely manner.
Drafts correspondence for a wide array of audiences, develops presentations and reports for both executive and division-wide use, coordinates events and staff retreats, and serves as a trusted liaison between the executives and internal and external stakeholders.
Maintains directories and contact lists.
Manages day-to-day department operations, serves as the primary point of contact for administrative task requests, and delegates to team members as appropriate.
Maintains organized systems for document management, filing, and records retention in accordance with university policy.
Supports financial management by preparing transactions for executive approval, including reimbursements and purchase card reconciliations, and submits requisitions and invoice documentation as directed.