Special Assistant & Project Manager

Thomas College; Waterville (ME); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

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

Free tuition for employees

Spouse and dependent children

Job summary

Thomas College in Waterville, Maine seeks a highly organized Special Assistant and Project Manager to the President. This full-time role supports the President and Board of Trustees while advancing major strategic initiatives at the College.

The ideal candidate is a trusted advisor, skilled project manager, and polished communicator who thrives in a fast-paced environment and coordinates complex priorities with professionalism and discretion.

Qualifications

• Bachelor's degree required; Master's degree preferred.
• Minimum five years of progressively responsible administrative or executive support experience.
• Higher education or nonprofit experience desirable.

Responsibilities

• 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.

Skills

Project management

Executive support

Communication

Discretion

Organization

Education

Bachelor's degree

Master's degree in Project Management

Five years of admin/exec support experience

Tools

Microsoft Office

Adobe Acrobat

Collaboration tools

Job description

Description

Thomas College, located in beautiful Waterville, Maine, is defining what it means to be the College of the Future. With a strong commitment to innovation, career readiness, and community partnerships, Thomas College is consistently ranked by U.S. News & World Report as one of Maine's top colleges for social mobility. Our distinctive Guaranteed Job Program, accelerated undergraduate degrees, and flexible graduate programs empower students to advance faster in business, entrepreneurship, education, technology, applied STEM, and arts & science fields. At Thomas, belonging isn't a buzzword; it's a promise. We create a supportive, welcoming environment where every student is seen, valued, and prepared to thrive in a rapidly changing world.

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
• free tuition for employees
• spouse and dependent children

Thomas College is an equal opportunity employer.

Thomas College's mission is to prepare students for success in their personal and professional lives, and for leadership and service in their communities.