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Special Assistant

Northeastern University
Massachusetts, United States
Salary Not specified
Date posted
Nov 27, 2023

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Position Type
Faculty Positions, Business & Management, Accounting & Finance
Employment Level
Employment Type
Full Time

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 performance.

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 Boston campus.

  • Bachelor's degree and a minimum of 3-5 years of relevant experience.
  • 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 confidentiality.
  • 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 changing priorities.
  • Able to work independently and as part of a team.
  • Experience in higher education is not needed, nor it is desired.


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 initiatives.
  • 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 and resources.
  • 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 needs repairs.

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 success.
  • 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.

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 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 law.

To learn more about Northeastern University's commitment and support of diversity and inclusion, please see

To apply, visit


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