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 bal