Special Assistant & Project Manager
Founded in 1898, Northeastern is a global research university and
the recognized leader in experience-driven lifelong learning. Our
world-renowned experiential approach empowers our students,
faculty, alumni, and partners to create impact far beyond the
confines of discipline, degree, and campus.
Our locations—in Boston; Charlotte, North Carolina; London;
Portland, Maine; San Francisco; Seattle; Silicon Valley; Toronto;
Vancouver; and the Massachusetts communities of Burlington and
Nahant—are nodes in our growing global university system. Through
this network, we expand opportunities for flexible,
student-centered learning and collaborative, solutions-focused
Northeastern's comprehensive array of undergraduate and graduate
programs— in a variety of on-campus and online formats—lead to
degrees through the doctorate in nine colleges and schools. Among
these, we offer more than 195 multi-discipline majors and degrees
designed to prepare students for purposeful lives and
About the Opportunity:
Responsible for developing effective systems for managing the
administrative needs of the VP for Administration and Financial
Planning, as well as the AVP for Financial Planning, Strategy, and
Analytics. Expected to demonstrate planning and oversight to ensure
that the VP and AVP's time is effectively allocated, and
information is sufficiently presented to advance the priorities of
the VP and the University. Provide a comprehensive range of duties
to ensure overall efficiency of daily operations and special
projects for the VP and their teams. The candidate must be able to
communicate professionally and effectively on behalf of the VP.
Manages relations with key constituents and communicates with VPs,
AVPs, and other staff to delegate and/or follow-through on tasks as
appropriate. This position requires that the Special Assistant
& Project Manager have the flexibility to work before and after
regular hours, from time to time, depending on the needs of the VP.
This position is on a small, collaborative team with high
expectations for performance.
Manage the VP & AVP's Activities and Calendar: Provides
administrative support, including maintaining organized filing and
database systems. Manages calendars and coordinates high-level
meetings. Manages high volume of demands on the leaders' time by
prioritizing requests while demonstrating significant independent
judgment in identifying and resolving potential conflicts.
Communicates with internal and external constituencies on behalf of
leadership. Reviews, revises, and summarizes correspondences and
briefs for leaders.
Project Coordination, Communication: Independently advances and
monitors progress on the VP's administrative initiatives and
identifies, assigns and tracks specific assignments. Communicates
with internal and external constituencies regarding
calendar-related, policy and procedural matters. Drafts
correspondence on behalf of the VP for a wide array of audiences.
Creates and/or modifies accurate and attractive PowerPoint
presentations and Excel files for the VP. Mobilizes, tracks, and
oversees key projects within the VP's Office. Conducts research and
prepares reports, presentations and other documents in anticipation
of leadership's information needs.
Time Tracking Delegation: Review and approve weekly timesheets of
VP's direct reports, as well as paid time off requests. Coordinate
with support staff of VP's direct reports to collaboratively
document upcoming time off plans in a way that is easily accessible
for the VP.
Support Financial Management: Prepare financial transactions for
the VP's approval (reimbursements, purchase cards) to ensure that
they have been properly completed and are in compliance with
university policies. As directed, prepare requisitions and prepare
and submit documentation for payment of invoices.
Travel Coordination: Make travel arrangements, prepare itineraries
and event information. Conduct necessary research to prepare VP for
events or meetings. Process and track travel reimbursements;
Office Management: Provide administrative oversight and operational
supervision for offices within the VPs portfolio as requested by
Bachelor's degree preferred; master's degree a plus. Minimum of 4-6
years of related experience, preferably in an executive setting.
Applicant must be a self-motivated worker who can anticipate
problems and demonstrate significant independent judgment. Strong
communication, interpersonal, and influencing skills, as well as
organizational awareness. Must have excellent computer skills
including Microsoft Office (Word, Excel, PowerPoint, Teams, and
Outlook). Must be capable of exercising discretion and sensitively
handling a high level of confidential information. Must have
project management ability, the ability to independently prioritize
tasks and demands, and excellent attention to detail; high level of
attention to accuracy and completeness required. Superior skills
balancing individual and collaborative responsibilities in a
fast-paced and dynamic environment. Individual must be extremely
flexible, adaptable, patient when needed, and capable of
establishing priorities and timelines.
A criminal background check is required for this position.
Northeastern University is an equal opportunity employer, seeking
to recruit and support a broadly diverse community of faculty and
staff. Northeastern values and celebrates diversity in all its
forms and strives to foster an inclusive culture built on respect
that affirms inter-group relations and builds cohesion.
All qualified applicants are encouraged to apply and will receive
consideration for employment without regard to race, religion,
color, national origin, age, sex, sexual orientation, disability
status, or any other characteristic protected by applicable
To learn more about Northeastern University's commitment and
support of diversity and inclusion, please see
To apply, visit https://careers.pageuppeople.com/879/cw/en-us/job/507302