Special Assistant & Project Coordinator

JOB SUMMARY The Defense Industrial Base Institute is seeking a driven, dynamic professional to become the Special Assistant & Project Coordinator. The Special Assistant will serve as the primary point of contact for all essential matters pertinent to the Founding Director and Director, Executive Operations and Special Projects, and act as a liaison between them and the DIBI Leadership team and their Executive Assistants/Coordinators, external partners, and other stakeholders. The position is responsible for developing effective systems for managing the Founding Director and Director, Executive Operations, administrative needs and for providing planning and oversight to ensure their time is utilized effectively to advance the priorities of the institute and its founding Director. The Special Assistant must be able to communicate professionally and effectively on behalf of the Director, Executive Operations orally and in writing. They will also be responsible for managing relations and communications with key constituents to gather and summarize important information to be presented to the Founding Director and Director, Executive Operations. In addition, they will perform a wide variety of organizational and administrative support including drafting correspondence, preparing creative and dynamic presentations, events management, and other high visibility projects across the Founding Directors Portfolio. MINIMUM QUALIFICATIONS Bachelor's degree required; masters preferred. Minimum of 5years of progressively responsible administrative experience with an appreciation for a fast-paced environment. An executive setting strongly preferred, Applicant must be self-motivated and can anticipate problems and demonstrate significant independent judgment. Individual must have strong organizational, communication (both oral and written), and interpersonal skills—all with a high level of attention to detail. The Special Assistant must possess the ability to skillfully complete projects under tight deadlines. Must be able to work with confidential information and prioritize tasks and demands. Must be able to work and make decisions independently, to exercise discretion and good judgment in areas of responsibility. Strong Microsoft suite experience (i.e. PowerPoint, Excel, etc) required. KEY RESPONSIBILITIES & ACCOUNTABILITIES 1) Manage the Founding Director and Director, Executive Operations, activities and Calendars: Provide administrative support, as well as maintain organized electronic filing and database systems. Manage Founding Director and Director, Executive Operations calendar and coordinate high-level meetings. Manage high volume of demands for the their time by prioritizing requests while demonstrating significant independent judgment in identifying and resolving potential conflicts. Ensure they are prepared for all meetings, events and speaking engagements by having the necessary background information and notes. Performs administrative tasks related to system approvals, including but not limited to Concur updates and reimbursements, IntelliBuy review/approvals, Salesforce/CRM submissions. 2) Project Coordination: Mobilizes, tracks and oversees key projects. Advances and monitors progress on administrative initiatives and identifies, assigns, and tracks specific assignments. Review, follow through, track and ensure deadlines are met. Support the planning, coordination and facilitation of special events hosted by the Founding Director (e.g., Visiting Seminar Speakers, Advisory Board, Town Halls, Interviews, etc.). Work closely with the Events Manager to ensure all aspects of outreach events and projects are executed seamlessly. 3) Special Projects: serves as a flexible resource for the core leadership team, taking on special projects beyond core responsibilities outlined, as business needs and growth arises (Example: helping in moving data to a new tool). This may include process improvement, cross-institute initiatives, proposal preparation of materials (example: letters of support, etc), or short-term assignments requiring quick turnaround. 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. 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 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. Founded in 1898, Northeastern is a global research university and the recognized leader in experiential lifelong learning. Our approach of integrating real-world experience with education, research, and innovation empowers our students, faculty, alumni, and partners to create worldwide impact. Our global university system provides our community and academic, government, and industry partners with unique opportunities to think locally and act globally. The system—which includes 14 campuses across the U.S., U.K., and Canada, 300,000-plus alumni, and 3,000 partners worldwide—serves as a platform for scaling ideas, talent, and solutions. The university’s residential campuses for undergraduate and graduate degrees are located in Boston, London, and Oakland, California. Our research and graduate campuses are in the Massachusetts communities of Burlington and Nahant; Arlington, Virginia; Charlotte, North Carolina; Miami; Portland, Maine; Seattle; Silicon Valley, California; Toronto; and Vancouver. Northeastern’s personalized, experiential undergraduate and graduate programs lead to degrees through the doctorate in 10 colleges and schools across our campuses. Learning emphasizes the intersection of data, technology, and human literacies, uniquely preparing graduates for careers of the future and lives of fulfillment and accomplishment. Our research enterprise, with an R1 Carnegie classification, is solutions oriented and spans the world. Our faculty scholars and students work in teams that cross not just disciplines, but also sectors—aligned around solving today’s highly interconnected global challenges and focused on transformative impact for humankind. #J-18808-Ljbffr Northeastern University