Special Assistant

Special Assistant & Project Manager

About the Opportunity

Qualifications

Bachelor's degree required with a minimum of five years of executive administrative support to upper management, preferably in higher education or executive settings, with demonstrated proficiency in project management. The selected individual will have strong organizational and communication skills, including excellent writing skills. Must be able to coordinate teams across campus and the university to accomplish critical activities in support of the campus strategic plan. Critical thinking skills, project management ability, and attention to detail are required. Must have excellent computer skills including proficiency in MS Office Suite and Internet-based collaboration tools. Must be detail-oriented, demonstrate a thorough knowledge of professional office procedures, exercise good judgment and problem-solving skills, and possess meticulous proof-reading skills. Must have strong time management skills and be comfortable to work in a fast-paced environment. Must have exceptional discretion and experience handling confidential information coupled with the ability to work effectively and efficiently under pressure while maintaining a high level of professionalism.

Key Responsibilities

Project Management

• Manage special projects, as assigned by the Dean or Associate Dean in support of the campus plan or other strategic initiatives. This includes scheduling, attending and/or leading related meetings, executing project work, acting as the Dean's or Associate Dean's delegate in project management processes, and maintaining and reporting status information for all active projects.

General Support to Campus Operations

• Provide general administrative support to the Dean, Associate Dean and their direct reports to include calendar maintenance, meeting scheduling, agenda preparation, and note-taking.
• Serve as a primary point of contact, internally and externally, for all activities related to the Dean's Office, triaging and redirecting inquiries as appropriate to the campus leadership team.

• Provide recruiting support to the Dean's Office, coordinating resume reviews, scheduling interviews, organizing feedback, interfacing with HR, and onboarding new staff in concert with hiring managers.
• Serve as a collaborative partner to other campus functions (e.g., Facilities & Operations, Academic & Student Affairs, Marketing & Recruiting), coordinating communications among separate campus functions as needed to ensure smooth and efficient operations and elevating pertinent information to campus leadership as required.
• Develop agendas for leadership team meetings, take meeting minutes for team meetings and senior leadership meetings, maintain archive of meeting minutes and agendas on shared drives, and track action items noted during meetings.
• Develop and maintain cloud-based record-keeping system for the Dean's Office to include strategic plans, meeting agendas and notes, organizational charts, and other useful information.

Communications Support

• Coordinate with campus staff and University communications professionals to develop and distribute communications to faculty, staff, and students as needed in response to internal or external events.
• Partner with campus marketing staff to ensure campus activities are appropriately presented on social media streams.

Position Type

General Administration

Additional 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 www.northeastern.edu/diversity.


To apply, visit https://northeastern.wd1.myworkdayjobs.com/en-US/careers/job/San-Jose-CA/Special-Assistant---Project-Manager_R106702 jeid-da194587dd2fb943ac7e42d6f15a93a1