Special Assistant & Project Manager
About the Opportunity
Reporting to the Director of Administration & Finance, the
Special Assistant & Project Manager provides executive level
support to the Office of External Affairs. This position is
responsible for a comprehensive range of duties to ensure overall
efficiency of daily operations, including but not limited to,
general upkeep of the office suite, calendar management, project
support, arranging travel, and expense reports. The Special
Assistant & Project Manager may join meetings to take minutes
and follow-up on action items, and as needed, will assist the
Director of Administration & Finance on division-wide projects,
events, and leadership initiatives. This role serves as an integral
part of a collaborative team with high expectations for
It is required that the Special Assistant & Project Manager
work before and after regular hours from time to time, depending on
the needs of the office. This position is fully in-person on the
KEY RESPONSIBILITIES & ACCOUNTABILITIES
- Bachelor's degree and a minimum of 3-5 years of relevant
- Proficiency with MS Office products, including Microsoft Word,
Excel, PowerPoint, and Outlook.
- Ability to anticipate needs, think critically, and offer
solutions to problems with a high level of professionalism and
- Candidate must be flexible with a high level of organizational
skills, attention to detail, diplomacy, customer service, and a
demonstrated ability to simultaneously handle multiple tasks and
- Able to work independently and as part of a team.
- Experience in higher education is not needed, nor it is
1) Executive Level Support - 20%
- Provide executive level support to the VP for Communications
including calendar management, assistance with guests and visitors,
arranging travel reservations, and completing expense reports using
the Concur system.
- Assist the VP for Communications with team events and other
projects as needed, including ordering and managing supplies.
- Assist the Director of Administration & Finance on
division-wide staff retreats, receptions and leadership
- Perform other duties as needed.
2) Office Operations - 40%
- Serve as the division's initial and key point of contact for
internal and external inquiries. Welcome all guests and visitors,
providing hospitality, and connecting guests and visitors to staff
- Oversee the day-to-day building operations of External Affairs'
administrative facility, which includes: supply ordering; reserving
space for meetings; handling mail and express mail; general upkeep
of office suite, kitchen and conference rooms; ensuring all office
equipment is working correctly and placing work orders if equipment
3) Project Management - 40%
- Oversee the development, management and completion of special
projects. Advance and monitor progress on strategic initiatives and
assignments, mobilizing resources and support to assure
- Work jointly with the Director of Administration & Finance
in the onboarding of new employees, temp non-students and Coops.
Provide support to hiring managers for pre-arrival preparations.
Coordinate related tasks for incoming new hires.
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.
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://northeastern.wd1.myworkdayjobs.com/en-US/careers/job/Boston-MA-Main-Campus/Special-Assistant---Project-Manager_R120974