Executive Assistant

About the Opportunity 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 Highly effective skills in project management; written, verbal, and interpersonal communication; attention to detail; high-level data analysis; and critical thinking. Ability to influence others, manage competing priorities, and create effective office systems. Strong multitasking and coordination skills across multiple groups. Proficiency in Microsoft Office Suite, including web research, presentation and spreadsheet development, and database management. Professional discretion, sound judgment, and calmness under pressure. Bachelor’s degree plus at least three to five years of relevant experience. Key Responsibilities & Accountabilities Project Management (50%): Lead 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. Compile data, identify specific tasks, track and report progress against project plans, support strategic planning and goal setting, and advise leadership on potential efficiencies and complementary initiatives. Prepare draft communications, proofread documents, and coordinate the production of reports for a variety of audiences. Identify opportunities to streamline office processes and implement improvements in collaboration with leadership. Executive‑Level Support (30%): Manage the many demands on the executives’ time, prioritizing requests and resolving scheduling conflicts with diplomacy and discretion. Anticipate needs by providing necessary background and research materials in advance, ensuring executives are well‑prepared for all meetings, events, and speaking engagements. Prepare briefing materials, agendas, and talking points; capture notes and action items; and track follow‑through on commitments. Arrange complex domestic and international travel, prepare itineraries, and submit expense reports in a timely manner. Draft correspondence for a wide array of audiences, develop presentations and reports for both executive and division‑wide use, coordinate events and staff retreats, and serve as a trusted liaison between the executives and internal and external stakeholders. Maintain directories and contact lists. Office Operations Management (20%): Manage day‑to‑day department operations, serve as the primary point of contact for administrative task requests, and delegate to team members as appropriate. Maintain organized systems for document management, filing, and records retention in accordance with university policy. Support financial management by preparing transactions for executive approval, including reimbursements and purchase card reconciliations, and submit requisitions and invoice documentation as directed. Position Type General Administration Additional Information Northeastern University is unable to sponsor work authorization for this role, now or in the future. 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: $60,315.00 – $85,192.50. Salary ranges are reviewed regularly and are subject to change. #J-18808-Ljbffr NU USA Northeastern University