Executive Assistant to the Vice President, Advancement Resources

Executive Assistant to the Vice President, Advancement Resources

Location: Hybrid, in-office 4 days a week with one remote day per week. 300 Mass Ave, Boston, MA 1st floor

Contract length: 6 months

Pay: 85-90 per hour

Must haves:

• Experience managing infrastructure projects, including networking and audio-visual systems (experience within higher education is a plus).
• Experience managing IT asset management projects (e.g., laptops, desktops, mobile devices), including designing and implementing related processes.
• Hands-on experience working directly with stakeholders to understand requirements and drive project success.
• Strong attention to detail and commitment to delivering high-quality results.
• Ability to manage multiple projects simultaneously while balancing competing priorities.
• Flexibility and adaptability to take on new projects and shifting business needs.
• Proactive approach to identifying issues, anticipating needs, and driving projects forward.
• Experience managing vendors and coordinating deliverables to meet project timelines.
• Experience managing infrastructure-related projects.
• Knowledge of audiovisual (AV) and networking projects.
• Experience coordinating phone line and printer-related projects.

Summary

• The Division of Information Technology Services (ITS) is seeking a highly experienced and motivated individual to join our team as an Senior Infrastructure Project Manager.
• This role is responsible for driving the successful delivery of large-scale, complex IT projects and programs that support the university's strategic priorities.
• The Senior Project Manager will:
• Lead cross-functional teams.
• Manage diverse stakeholder expectations.
• Ensure that all initiatives are delivered within scope, schedule, and budget.
• Align projects to business value and user needs.
• The ideal candidate will be:
• A self-starter with a proven track record of managing complex strategic IT initiatives in dynamic environments.
• A strategic thinker who is also hands-on, with strong leadership and influencing skills.
• This is a hybrid position that requires on-site presence in the Boston office four days per week.

Education

• Bachelor's or Master's degree in:
• Computer Science
• Information Systems
• Business Administration
• Related field
• Project management training/certification preferred:
• PMP
• Agile
• PRINCE2

Experience

• 8-10 years of progressive IT project management experience, including managing large, complex, cross-functional IT initiatives in matrixed organizations.

• Demonstrated experience in delivering enterprise-level technology projects, such as:

• CRM

• ERP

• Infrastructure

• Data integration

• Cloud-based systems

• Minimum of 7-9 years of experience engaging with:

• Business units

• Technical teams

• Executive stakeholders

• Ability to translate business needs into actionable project plans.

• Proven ability to:

• Lead diverse project teams.

• Set direction.

• Communicate vision.

• Influence outcomes without direct authority.

• Experienced in:

• Navigating organizational change.

• Managing competing priorities.

• Driving projects forward in ambiguous or evolving environments.

• Strong history of using data-driven insights to guide:

• Project planning.

• Risk management.

• PMO Knowledge and Skills

• Expert in project management methodologies, including:

• Waterfall

• Agile

• Hybrid approaches

• Proficient with project management tools such as:

• MS Project

• Smartsheet

• ServiceNow

• Jira

• Strong analytical and problem-solving skills with the ability to make sound decisions under pressure.

• Excellent verbal and written communication skills with experience presenting to senior leadership.

• Demonstrated ability to:

• Build relationships.

• Foster collaboration.

• Resolve conflicts across diverse stakeholder groups.

• Deep understanding of business processes and IT alignment, with the ability to deliver measurable value.

• Skilled in:

• Resource planning.

• Budgeting for large-scale projects.

• Self-motivated, organized, and capable of working independently in fast-paced environments.

• Good understanding of current and emerging technologies and how other enterprises are employing them to drive digital business.

• Strong knowledge and understanding of business needs, with the ability to establish and maintain a high level of customer trust and confidence.

• Infrastructure Knowledge and Skills

• Progressive work experience in network infrastructure; hands-on experience.

• Current RCDD desired.

• Inactive RCDD or RCDD LAN Specialist, Installer, Technician required.

• Excellent problem-solving and decision-making skills.

• Familiarity with:

• Blueprints.

• Construction documentation.

• AutoCAD.

• Knowledge of BCSI Standards.

• Construction or related field experience is a plus, though not required.

• Knowledge of cabling structures including:

• Fiber optic.

• Copper.

• Coaxial.

• Experience developing and implementing Device Lifecycle Management policies and programs, including:

• Standardizing device fleets.

• Improving asset visibility and inventory tracking.

• Planning replacement/maintenance budgets across a large, distributed organization.

• Knowledge of Uninterruptible Power Supply (UPS) systems, including:

• Planning and managing multi-year battery replacement programs across a large building portfolio.

• Preventing unexpected power-related outages.

• Key Responsibilities & Accountabilities

• Project Leadership & Execution

• Percent of Time: 30%

• Lead the planning, execution, and delivery of multiple large and complex IT projects across departments, ensuring alignment with university priorities and strategies.

• Develop and manage detailed project plans, including:

• Milestones.

• Scope statements.

• Budgets.

• Timelines.

• Resource allocations.

• Ensure project deliverables are completed:

• On time.

• Within scope.

• On budget.

• While maintaining high quality standards.

• Conduct risk assessments and implement proactive mitigation strategies.

• Monitor project activities, ensuring the currency, quality, and integrity of information, while providing consistency in content.

• Stakeholder Engagement & Communication

• Serve as the liaison between:

• Technical teams.

• Business units.

• Executive sponsors.

• Build and maintain strong relationships with stakeholders at all levels.

• Facilitate effective communication across cross-functional teams to ensure shared understanding of:

• Objectives.

• Progress.

• Changes.

• Present project updates, risks, and performance metrics to governance groups and leadership.

• Team Leadership & Collaboration

• Provide direction and support to cross-functional project teams, including:

• Internal staff.

• External vendors.

• Establish clear goals and responsibilities and promote accountability across team members.

• Foster a collaborative environment that encourages:

• Innovation.

• Ownership.

• Problem-solving.

• Monitoring, Reporting & Financial Oversight

• Track and report on:

• Project progress.

• Milestones.

• Risks.

• Issues.

• Financials.

• Develop and publish status reports.

• Prepare and modify schedules or plans as required.

• Ensure:

• Post-project evaluation.

• Lessons learned.

• Knowledge documentation.

• Manage project budgets responsibly, identify cost-saving opportunities, and ensure financial accountability.

• Management and Coordination of Infrastructure Initiatives and Vendors

• Percent of Time: 60%

• Appoint and manage vendor/subcontractor projects such as:

• Installation and servicing cable (copper, coaxial, fiber-optic).

• Optical.

• Telecommunications.

• T1 networks.

• Enterprise-wide, student residential and cabling networks such as NUnet, ResNet and HuskyCable.

• Review job reports constantly to track:

• Labor.

• Material.

• Overall job progress and status.

• Ensure quality of inventory and timely procurement and delivery of materials to jobsite.

• Coordinate installations of:

• New networks.

• Extensions of current network.

• Facilitate construction-related technology relocation activities with:

• External vendors.

• IS Customer Services.

• Clients departmental customer contact.

• Keep appropriate individuals informed of all installation and/or troubleshooting activities.

• EEO Statement

• The staffing industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly, never provide banking information during the application process, and always double check the email address of the Recruiter to ensure it’s from an official Planet domain (@theplanetgroup.com or @launchcg.com) - and not a domain with an alternative extension like .net, .org, or .jobs.

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