Special Assistant & Project Manager

About the Opportunity

JOB SUMMARY

The Special Assistant & Project Manager provides comprehensive, high-level administrative support to multiple senior administrators within the Oakland campus organization, serving as a critical partner in facilitating their ability to effectively lead and manage complex operations. This role requires exceptional organizational skills, sound judgment, and the ability to handle highly confidential and sensitive information with the utmost discretion. The Special Assistant & Project Manager manages multiple complex calendars independently, coordinates special projects and serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the administrators.

This position demands an individual who can anticipate the needs of multiple senior leaders simultaneously, exercise independent judgment in prioritizing competing demands, and seamlessly navigate conflicting schedules and priorities. The Special Assistant & Project Manager prepares complex documents, reports, and presentations; manages financial processes including budget tracking, expense reconciliation, and invoice processing; collaborates with senior administrators on event planning and execution, working with external partners on community engagement initiatives and government relations efforts. They will coordinate with campus administration on strategic planning processes, external engagement and partnerships, campus utilization projects, leadership visits, complex meeting and summit logistics and protocol, and ensuring alignment with institutional priorities and effective communication across all stakeholder groups. They will ensure administrators are thoroughly prepared for meetings, events, and speaking engagements. The role requires technological proficiency across multiple platforms, the ability to work collaboratively across departments, and the flexibility to adapt to rapidly changing priorities in a dynamic academic environment.

This is a grant/project-funded position with an initial two-year term. Extension beyond the initial period is possible and will be contingent upon the availability and continuation of funding.

Minimum Qualifications

• Bachelor's degree required with a minimum of 5-7 years of progressively responsible administrative experience in a professional, corporate, or higher education environment, with demonstrated experience supporting multiple senior administrators simultaneously
• 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