Special Assistant, Strategic Alignment and Projects

Reporting to the Senior Vice President (SVP) of the National University Academies, the Special Assistant for Strategic Alignment and Projects plays a strategic leadership role in aligning priorities, enhancing operational effectiveness, and driving cross-functional coordination across Harmony Academy and Fundraising Academy. Serves as a key advisor to the SVP, ensuring the seamless execution of strategic initiatives, operational alignment, and consistent communication across all functional areas.

The Special Assistant provides high-level support in managing organizational priorities, overseeing special projects, optimizing internal workflows, and supporting data-informed decision-making. In service to both academies, this role ensures that strategic goals, programmatic excellence, and day-to-day operations are fully aligned and well-executed.

To learn more about the Academies, please visit www.harmony-academy.org and www.fundraising-academy.org.

The Special Assistant is a key strategic partner to the SVP and serves as a highly organized and proactive leader in managing operations, communication, reporting, and administrative services. t The incumbent leverages exceptional project management skills to excel in a dynamic, fast-paced startup environment, demonstrating adaptability and strategic execution. Additionally, ensures efficient execution of initiatives, smooth operational processes, and alignment of National University business goals across all functional areas.

Essential Functions:
Strategic Alignment and Planning
Support the development, execution, and monitoring of strategic plans and organizational goals.
Ensure leadership priorities are aligned with university vision and mission.
Lead, and/or support, the development of the organizational objectives and key results (OKRs) as aligned to the 5-year plan and logic model.
Support key strategic initiatives and track progress on goals and OKRs.

Project Management
Oversee the planning, execution, and successful delivery of key strategic initiatives and projects for the SVP’s office.
Lead cross-functional teams, ensuring alignment of goals, timelines, and deliverables.
Develop and maintain comprehensive project plans, timelines, and tracking systems, and reporting cadence to ensure project milestones and deadlines are met.
Identify and mitigate project risks and escalate issues as necessary to the SVP.

Operations
Support day-to-day operations of the SVP’s office by optimizing workflows, processes, and resource allocation.
Implement and streamline systems to enhance operational efficiency and improve organizational effectiveness.
Provide logistical and operational support for major events, meetings, and initiatives.
Develop and maintain a high level of operational documentation to ensure consistency and clarity across the team.
Communication, Reporting, and Tracking for Direct Reports
Develop clear and effective communication strategies to ensure smooth information flow within the SVP’s office and across direct reports.
Create and maintain regular reporting systems to track the progress of key initiatives, operational metrics, and team performance.
Prepare briefing materials, status reports, and other communications for the SVP, leadership team, and external stakeholders.
Track deliverables and ensure timely follow-up on action items, driving accountability and progress.

Administrative Services Support
Coordinate confidential administrative activities for the SVP’s office, including confidential documents, external consultant contracts, and other sensitive information.
Assist in the development and implementation of the Academies new employee onboarding plan, communication, coordination, and overall success of new employees in partnership with hiring managers in the first 90 days.
Provide secondary support to the Operations team with administrative services as needed.

Leadership
Oversee and mentor junior team members, ensuring alignment with organizational goals and fostering professional development.
Conduct regular check-ins, provide feedback, and support team members in achieving their objectives.
Other duties as assigned.

Supervisory Responsibilities:
Supervisor duties to include: Hire, train, and develop two (2) to three (3) direct reports at the coordinator level in operations and/or customer service.

Requirements:
Education & Experience:
Bachelor’s degree required, in Business, Communications, or a related field.
Master’s degree in a related field is strongly preferred.
Minimum of ten years (10) of experience in a combination of business, project management, executive c-suite level roles and leadership, required.
Proven experience working in fast-paced, dynamic environments with a track record of delivering on multiple, complex projects required.
Experience managing cross-functional teams and collaborating across departments preferred.
Experience in higher education preferred.
Experience working in a technology-driven enterprise preferred.
All skills, abilities and education will be considered for minimum qualifications.

Competencies/Technical/Functional Skills:
Project Leadership & Management
Ability to lead and oversee complex projects from inception to completion.
Strong organizational and administrative skills to manage multiple projects and deadlines simultaneously.
Experience in cross-functional team collaboration and driving alignment on project goals.

Strategic Thinking
Ability to assess long-term goals and develop actionable strategies to achieve them.
Skilled in aligning projects with organizational objectives and vision.
Strong decision-making skills based on both data and intuition.
Strong background in strategic operations and process improvement.

Communication & Interpersonal Skills
Clear, concise, and persuasive communication (both written and verbal).
Ability to engage with C-suite executives, stakeholders, and diverse teams.
Active listening and conflict resolution skills.

Problem-Solving & Critical Thinking
Strong analytical skills to identify challenges, assess risks, and find solutions.
Capacity to adapt and think on the fly to handle unforeseen issues.
Experience in resolving conflicts, bottlenecks, and resource constraints.

Time Management & Prioritization
Strong ability to prioritize tasks, ensuring the most critical deliverables are met first.
Proven track record of managing competing priorities efficiently.
Expertise in managing time-sensitive projects without compromising quality.

Financial Acumen
Proficient in budget management, forecasting, and resource allocation.
Ability to optimize project costs while maintaining quality standards.
Understanding of financial impact and cost-benefit analysis in project decisions.

Stakeholder Management
Expertise in building and nurturing relationships with internal and external stakeholders.
Ability to manage and influence senior stakeholders and decision-makers.
Skilled in managing expectations and negotiating project scopes.

Risk Management & Compliance
Experience in identifying, assessing, and mitigating project risks.
Knowledge of compliance regulations and ensuring projects adhere to industry standards.
Ability to create and implement risk management strategies.

Adaptability & Change Management
Able to navigate and manage organizational change during project transitions.
Experience in leading teams through change and fostering a culture of resilience.
Ability to pivot quickly in response to changing circumstances or priorities.

Mentoring & Development
Ability to mentor and guide junior project specialists or support staff.
Capacity to build strong teams and encourage professional development.
Strong coaching skills to help individuals grow within the organization.

Project Management Software
Proficient in tools such as Microsoft Project, Asana, Smartsheet, or Basecamp.
Advanced experience with Jira, Monday.com, or similar project tracking tools.

Data Analysis & Reporting Tools
Skilled in using Microsoft Excel for data analysis, forecasting, and financial tracking.
Proficient in generating reports and dashboards using Tableau, or Google Data Studio.
Familiarity with data visualization and reporting features in project management software.

Collaboration Tools
Familiarity with communication and collaboration tools like Slack, Microsoft Teams, or Zoom.
Proficient in using Google Workspace (Docs, Sheets, Slides) or Microsoft Office Suite (Word, PowerPoint, Excel).
Expertise in SharePoint for document management and team collaboration.

CRM and Stakeholder Management Tools
Experience with Salesforce for managing client or stakeholder relations.
Ability to track project milestones and communications within a CRM platform.

Document Management & Version Control
Proficiency in SharePoint, Google Drive, or Dropbox for managing project documents.
Agile and Scrum Methodologies.
Knowledge of Agile project management tools like Jira, Confluence, or VersionOne.

Presentation & Visualization Tools
Proficient in PowerPoint, Prezi, or Google Slides for creating executive presentations.
Skilled in Canva or Visio for creating visually engaging documents and flowcharts.

Physical Demands/Environment:

Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures and viewing a computer terminal. The work is performed in an office environment.

Location: Remote

Travel: Some Travel Required; must be able to travel up to 25% of the time, as required by project and operational needs.

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