Special Assistant & Project Manager

About The Opportunity

JOB SUMMARY

The Special Assistant & Project Manager provides comprehensive, high-level administrative support to multiple senior administrators within the Oakland campus organization, serving as a critical partner in facilitating their ability to effectively lead and manage complex operations.

Key Responsibilities & Accountabilities

• Serve as the primary point of contact and trusted partner for multiple senior administrators, managing all aspects of their administrative needs with discretion, professionalism, and sound judgment.
• Handle highly confidential and sensitive matters on behalf of administrators, exercising independent decision-making authority in determining appropriate courses of action, referrals, and responses that reflect each administrator's style and university policy.
• Independently manage multiple complex administrator calendars, demonstrating exceptional skill in prioritizing the large volume of demands for time; anticipate and proactively resolve potential scheduling conflicts by using diplomacy, understanding priorities, and balancing competing demands.
• Coordinate extensively across departments and with external stakeholders to schedule meetings, events, and engagements that may involve multiple participants and complex logistics.
• Conduct research and prepare comprehensive briefing materials for all travel, meetings, events, and speaking engagements; ensure administrators are thoroughly prepared by independently gathering and organizing necessary background materials, presentation files, meeting agendas, and relevant documentation.
• Prepare meeting agendas, attend meetings as required to record detailed notes and minutes, and ensure timely distribution and follow-up on action items.
• Increase administrators' effectiveness by handling routine matters independently, allowing them to focus on strategic priorities and high-level responsibilities.
• Manage budget-related activities for multiple administrators and their respective areas, including tracking expenditures, processing invoices, reconciling credit card statements, and preparing detailed expense reports.
• Maintain accurate financial records and ensure compliance with university policies and procedures.
• Process and track contracts and invoices for payment, coordinate with finance and procurement departments, and maintain organized documentation of all financial transactions.
• Monitor budget allocations, identify potential issues or overages, and communicate proactively with supervisors.
• Prepare accurate and timely expense reports for executive travel and business-related expenditures, ensuring proper documentation and adherence to university reimbursement policies.
• Track and project expenses to support budget planning and decision-making.
• Lead and coordinate special projects and strategic initiatives on behalf of senior administrators, demonstrating strong project management skills.
• Plan, organize, and execute projects from inception through completion, establishing timelines, identifying deliverables, tracking progress, and ensuring all deadlines are met; projects may be specific to individual administrators and vary significantly in scope and complexity.
• Design and produce sophisticated presentations, reports, and documents for executive use, including strategic planning materials, data visualizations, and stakeholder communications.
• Collect and synthesize information from multiple sources, analyze and organize complex data, and present findings in clear, professional formats.
• Coordinate cross-functional teams and manage collaborative efforts involving multiple departments and external partners.
• Troubleshoot problems independently, escalating complex issues when appropriate.
• Provide staff support for committees and working groups, including scheduling, agenda preparation, meeting logistics, minute-taking, and coordinating follow-up actions.
• Plan and coordinate special events, meetings, and visits on behalf of senior administrators, managing all logistical aspects including venue selection and setup, technology arrangements, catering coordination, participant communications, agenda development, materials preparation, and day-of support.
• Act as a liaison between executives and internal departments, external partners, board members, donors, government officials, and other key stakeholders; communicate professionally and effectively on substantive matters, representing executives with diplomacy and sound judgment.
• Build and maintain positive relationships across all levels of the organization and with external constituents.
• Promote an open, inclusive, and collaborative environment within the office through professional and welcoming communication via email, phone, and in-person interactions.
• Greet and direct visitors, manage front-line reception duties, and resolve routine inquiries and issues independently when possible.
• Contribute to the overall professional presentation and positive culture of the office.
• Work collaboratively with administrative teams across departments to support the overall operational needs of the division; coordinate with colleagues on special initiatives, share resources and best practices, and contribute to a culture of teamwork and mutual support.
• Provide administrative support to other office team members as needed, demonstrating flexibility and willingness to assist with various tasks to ensure smooth operations.
• Manage logistics for internal meetings including room reservations, technology setup, and materials preparation.
• Perform additional duties and assist with special departmental initiatives as assigned, adapting to changing needs and priorities with a positive, solutions-oriented approach.

Position Type

General Administration

Additional Information

Northeastern University considers factors such as candidate work experience, education and skills when extending an offer. Northeastern has a comprehensive benefits package for benefit eligible employees. This includes medical, vision, dental, paid time off, tuition assistance, wellness & life, retirement- as well as commuting & transportation. Visit https://hr.northeastern.edu/benefits/ for more information.

Compensation Grade/Pay Type

108S

Expected Hiring Range

$66,345.00 - $93,712.50