Prior experience in an academic or university setting is
strongly preferred
Exceptional organizational and time management skills with a
proven ability to manage multiple complex calendars, anticipate
scheduling conflicts, and exercise sound independent judgment in
resolving competing priorities
Outstanding communication skills (written and verbal) with the
ability to represent senior administrators professionally and
effectively across all levels of the organization and with external
constituents including faculty, staff, students, donors, government
officials, and industry and community partners
Ability to handle highly confidential and sensitive information
with complete discretion, maintaining the highest standards of
confidentiality in all aspects of the role
Excellent judgment in determining appropriate courses of action
and knowing when to escalate matters to senior leadership;
experience with confidential matters, financial information,
strategic planning documents, and sensitive communications is
essential
Advanced proficiency with Microsoft Office Suite (Word, Excel,
PowerPoint, Outlook, Teams), with demonstrated ability to create
sophisticated presentations, complex spreadsheets with formulas and
data analysis, and professional documents
Experience with budget management, financial tracking systems,
expense reporting platforms, and invoice processing
required
Familiarity with collaboration tools such as Canva, Mailchimp,
project management software, and emerging technologies highly
desirable; must be comfortable learning and adapting to new
technological platforms quickly
Detail-oriented with exceptional proofreading and editing
skills, capable of producing error-free materials under tight
deadlines
Strong project management capabilities with proven ability to
coordinate multiple concurrent initiatives, track deliverables,
ensure deadlines are met, and troubleshoot problems
independently
Ability to take initiative, work independently with minimal
supervision, and function effectively as part of a collaborative
team
Interpersonal skills must include diplomacy, tact, and the
ability to cultivate positive working relationships and gain the
trust and respect of colleagues at all organizational
levels
Must be flexible, adaptable, and maintain composure and
professionalism when managing changing priorities, high-pressure
situations, and demanding schedules
A proactive, solutions-oriented mindset with strong
problem-solving abilities is essential
While most work is conducted during standard business hours,
flexibility for early morning, evening, and occasional weekend work
is necessary
Key Responsibilities & Accountabilities
1. Executive Administrative Support to Multiple Senior
Administrators
Serve as the primary point of contact and trusted partner for
multiple senior administrators, managing all aspects of their
administrative needs with discretion, professionalism, and sound
judgment.
- Handle highly confidential and sensitive matters on behalf of
administrators, exercising independent decision-making authority in
determining appropriate courses of action, referrals, and responses
that reflect each administrator's style and university
policy
- Independently manage multiple complex administrator calendars,
demonstrating exceptional skill in prioritizing the large volume of
demands for time; anticipate and proactively resolve potential
scheduling conflicts by using diplomacy, understanding priorities,
and balancing competing demands
- Coordinate extensively across departments and with external
stakeholders to schedule meetings, events, and engagements that may
involve multiple participants and complex logistics
- Conduct research and prepare comprehensive briefing materials
for all travel, meetings, events, and speaking engagements; ensure
administrators are thoroughly prepared by independently gathering
and organizing necessary background materials, presentation files,
meeting agendas, and relevant documentation
- Prepare meeting agendas, attend meetings as required to record
detailed notes and minutes, and ensure timely distribution and
follow-up on action items
- Complete a comprehensive range of administrative tasks
including composing correspondence, preparing complex documents and
reports, and managing filing systems
- Increase administrators' effectiveness by handling routine
matters independently, allowing them to focus on strategic
priorities and high-level responsibilities
2. Financial Management and Budget Coordination
- Manage budget-related activities for multiple administrators
and their respective areas, including tracking expenditures,
processing invoices, reconciling credit card statements, and
preparing detailed expense reports
- Maintain accurate financial records and ensure compliance with
university policies and procedures
- Process and track contracts and invoices for payment,
coordinate with finance and procurement departments, and maintain
organized documentation of all financial transactions
- Monitor budget allocations, identify potential issues or
overages, and communicate proactively with supervisors
- Prepare accurate and timely expense reports for executive
travel and business-related expenditures, ensuring proper
documentation and adherence to university reimbursement
policies
- Track and project expenses to support budget planning and
decision-making
3. Special Projects and Strategic Initiatives
- Lead and coordinate special projects and strategic initiatives
on behalf of senior administrators, demonstrating strong project
management skills
- Plan, organize, and execute projects from inception through
completion, establishing timelines, identifying deliverables,
tracking progress, and ensuring all deadlines are met; projects may
be specific to individual administrators and vary significantly in
scope and complexity
- Design and produce sophisticated presentations, reports, and
documents for executive use, including strategic planning
materials, data visualizations, and stakeholder
communications
- Collect and synthesize information from multiple sources,
analyze and organize complex data, and present findings in clear,
professional formats
- Coordinate cross-functional teams and manage collaborative
efforts involving multiple departments and external
partners
- Troubleshoot problems independently, escalating complex issues
when appropriate
- Provide staff support for committees and working groups,
including scheduling, agenda preparation, meeting logistics,
minute-taking, and coordinating follow-up actions
4. Event Coordination and Stakeholder Relations
- Plan and coordinate special events, meetings, and visits on
behalf of senior administrators, managing all logistical aspects
including venue selection and setup, technology arrangements,
catering coordination, participant communications, agenda
development, materials preparation, and day-of support
- Serve as the face of the office for events, ensuring seamless
execution and positive experiences for all participants
- Act as a liaison between executives and internal departments,
external partners, board members, donors, government officials, and
other key stakeholders; communicate professionally and effectively
on substantive matters, representing executives with diplomacy and
sound judgment
- Build and maintain positive relationships across all levels of
the organization and with external constituents
- Promote an open, inclusive, and collaborative environment
within the office through professional and welcoming communication
via email, phone, and in-person interactions
- Greet and direct visitors, manage front-line reception duties,
and resolve routine inquiries and issues independently when
possible
- Contribute to the overall professional presentation and
positive culture of the office
5. Cross-Departmental Coordination and Collaboration
- Work collaboratively with administrative teams across
departments to support the overall operational needs of the
division; coordinate with colleagues on special initiatives, share
resources and best practices, and contribute to a culture of
teamwork and mutual support
- Provide administrative support to other office team members as
needed, demonstrating flexibility and willingness to assist with
various tasks to ensure smooth operations
- Manage logistics for internal meetings including room
reservations, technology setup, and materials
preparation
- Perform additional duties and assist with special departmental
initiatives as assigned, adapting to changing needs and priorities
with a positive, solutions-oriented approach
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
https://hr.northeastern.edu/benefits/ for
more information.
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.
Compensation Grade/Pay Type:
108S
Expected Hiring Range:
$66,345.00 - $93,712.50
With the pay range(s) shown above, the starting salary will depend
on several factors, which may include your education, experience,
location, knowledge and expertise, and skills as well as a pay
comparison to similarly-situated employees already in the role.
Salary ranges are reviewed regularly and are subject to
change.
To apply, visit https://northeastern.wd1.myworkdayjobs.com/en-US/careers/job/Oakland-CA/Special-Assistant---Project-Manager_R139575
jeid-bcbb306f326ea449978897eb735edfe1
