What are the responsibilities and job description for the Special Assistant & Project Manager position at Thomas College?
Description
U.S. News and World Report consistently ranks Thomas College as a top college in Maine for social mobility. Our clear career focus and one-of-a-kind Guaranteed Job Program™ makes it possible to advance faster in the arts and sciences, business, and education. Earn an undergraduate degree in three years and then choose from a variety of in-person or online graduate degree programs that can be completed in one-year or two. Located in Waterville, Maine, Thomas College is your pathway to a promising future, guaranteed. Learn more at thomas.edu.
Thomas College is seeking a highly organized, strategic, and discreet professional to serve as the full-time Special Assistant and Project Manager to the President. This is a unique opportunity to work at the center of institutional leadership, supporting the President and Board of Trustees while helping advance major strategic initiatives that shape the future of the College.
The ideal candidate is a trusted advisor, skilled project manager, and polished communicator who thrives in a fast-paced environment and enjoys coordinating complex priorities with professionalism and sound judgment.
In this high-impact role, you will:
- Provide high-level executive and administrative support to the President, managing a complex calendar, correspondence, travel, and confidential materials.
- Serve as a key liaison for internal and external stakeholders, ensuring the Office of the President operates efficiently and professionally.
- Support institutional strategic planning, master planning, capital initiatives, and major presidential projects.
- Coordinate cross-departmental projects, track milestones, manage workflows, and anticipate risks and resource needs.
- Support Board of Trustees governance, serving as Assistant Secretary to the Board, including planning meetings, preparing materials, and maintaining compliance with bylaws.
- Assist with major institutional events such as Commencement, Convocation, presidential retreats, and high-profile campus visits.
We’re looking for a candidate who brings:
- Exceptional organizational skills and attention to detail
- Strong project management and coordination experience
- Advanced written and verbal communication skills
- High emotional intelligence, political acumen, and professional presence
- Proven ability to handle sensitive and confidential matters with discretion
- The ability to manage multiple priorities independently in a dynamic environment
- Proficiency with Microsoft Office and Adobe Acrobat; experience with collaboration or project-tracking tools is a plus
Qualifications
- Bachelor’s degree required (Master’s degree in Project Management preferred)
- Minimum of five (5) years of progressively responsible administrative or executive support experience preferred
- Experience supporting senior leadership strongly preferred
- Higher education or nonprofit experience desirable
Thomas offers a competitive benefits package to include:
Medical insurance, dental insurance, life insurance, disability insurance, 6% 403(b) matching plan, paid vacation, paid sick leave, thirteen paid holidays, on-site gym, meal discounts and free tuition for employees, spouse and dependent children.
Interested applicants should submit a cover letter, resume and names of three professional references.