Special Assistant & Project Manager

JOB SUMMARY 

The Special Assistant & Project Manager is project- and systems-focused, providing project management services and executive-level support to one or more senior leaders in the Office of the Provost. This role requires critical thinking, sound judgment, attention to detail, and the ability to handle sensitive and confidential information with discretion. The Special Assistant & Project Manager gathers, assembles, and analyzes information from a wide variety of sources; compiles reports; schedules and coordinates meetings across multiple teams; and prepares agendas and related materials. This position supports the Deputy Provost, the Vice Provost and University Registrar, and the Vice Provost for Research Administration in the Office of the Provost. This is a full-time, in-person position based five days per week on campus. 

MINIMUM QUALIFICATIONS 

Candidates must demonstrate highly effective skills in project management; written, verbal, and interpersonal communication; attention to detail; high-level data analysis; and critical thinking. The successful candidate must demonstrate the ability to influence others, manage competing priorities, and create effective office systems. This role requires strong multitasking and coordination skills across multiple groups. Proficiency in Microsoft Office Suite is required, including web research, presentation and spreadsheet development, and database management. Additionalattributes include professional discretion, sound judgment, and calmness under pressure. The knowledge and skills required for this position are normally acquired through the completion of a bachelor’s degree plus at least three to five years of relevant experience. 

KEY RESPONSIBILITIES & ACCOUNTABILITIES 

1) Project Management — 50% 

The Special Assistant & Project Manager leads project management work for the Office of the Provost, applying critical thinking and problem-solving skills to special projects and assignments, including triaging challenges and escalating barriers as needed. This role compiles data, identifies specific tasks, tracks and reports progress against project plans, supports strategic planning and goal setting, and advises leadership on potential efficiencies and complementary initiatives. The Special Assistant & Project Manager prepares draft communications, proofreads documents, and coordinates the production of reports for a variety of audiences. This role also identifies opportunities to streamline office processes and implements improvements in collaboration with leadership. 

2) Executive-Level Support — 30% 

The Special Assistant & Project Manager manages the many demands on the executives’ time, prioritizing requests and resolving scheduling conflicts with diplomacy and discretion. This role anticipates needs by providing necessary background and research materials in advance, ensuring executives are well-prepared for all meetings, events, and speaking engagements. The Special Assistant & Project Manager prepares briefing materials, agendas, and talking points; captures notes and action items; and tracks follow-through on commitments. This role arranges complex domestic and international travel, prepares itineraries, and submits expense reports in a timely manner. The Special Assistant & Project Manager drafts correspondence for a wide array of audiences, develops presentations and reports for both executive and division-wide use, coordinates events and staff retreats, and serves as a trusted liaison between the executives and internal and external stakeholders. This role also maintains directories and contact lists. 

3) Office Operations Management — 20% 

The Special Assistant & Project Manager manages day-to-day department operations, serves as the primary point of contact for administrative task requests, and delegates to team members as appropriate. This role maintains organized systems for document management, filing, and records retention in accordance with university policy. The Special Assistant & Project Manager supports financial management by preparing transactions for executive approval, including reimbursements and purchase card reconciliations, and submits requisitions and invoice documentation as directed. 

Northeastern University is unable to sponsor work authorization for this role, now or in the future.