Special Assistant & Project Manager

About the Opportunity

JOB SUMMARY

The Department of Chemical Engineering is seeking a driven, dynamic professional to become the Special Assistant & Project Manager. The Special Assistant will serve as the primary point of contact for all essential matters pertinent to the Department Chair, and act as a liaison between the Chair and the College of Engineering’s executive team, department leadership team, external partners, and other stakeholders. The position is responsible for developing effective systems for managing the Chair’s administrative needs and for providing planning and oversight to ensure their time is utilized effectively to advance the priorities of the department and College. 

The Special Assistant must be able to communicate professionally and effectively on behalf of the Chair both 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 Chair. 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 Chairs portfolio.

MINIMUM QUALIFICATIONS

Bachelor's degree required; masters preferred. Minimum of 2- 4years 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 Chairs activities and Calendars: Provide administrative support, as well as maintain organized electronic filing and database systems. Manage Chair’s calendar and coordinate high-level meetings. Manage high volume of demands for the Chair’s time by prioritizing requests while demonstrating significant independent judgment in identifying and resolving potential conflicts. Prepare agendas and meeting notes in a timely manner to ensure they are prepared for all meetings, events and speaking engagements. Performs administrative tasks related to Department Chairperson’s budgets and approvals, including but not limited to Concur updates and reimbursements.

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 department chair (e.g., Visiting Seminar Speakers, Advisory Board, Town Halls, Interviews, etc.). Work closely with the Senior Business Manager to ensure all aspects of events and projects are executed seamlessly.

3) Office Operations: Oversees the Department Suite reception area, department copiers, computer inventory, and other Cullinane office areas. Acts as Office receptionist via email, phone, walk-in visitors, guests, students, and faculty. Recruit, hire, train, and supervise student workers to support department activities. Coordinates onboard and offboard faculty and staff activities related to office space and supplies.

4) Communication: Communicate with internal and external constituencies on behalf of the Chair. Create accurate and professional PowerPoint presentations and Word and Excel documents. Ensure all important information is summarized and prepared for the Chair as needed.

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.  

Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly di