EXEC ASST

Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

Occupational Summary:

Serve as the executive administrative assistant to the Provost, performing advanced, diversified and confidential administrative duties requiring broad and comprehensive experience, competencies and knowledge of university policies and practices while exercising discretion in handling confidential, sensitive and timely information. Support the Chief of Staff to the Provost, performing a variety of special projects and administrative duties in support of the Office of the Provost.

Work Performed:

Perform advanced, diversified and confidential administrative duties by independently processing a considerable amount of confidential and sensitive information in support of administrative activities of the Office of the Provost; complete a variety of non-routine assignments as assigned.

Coordinate a busy, complex and shifting office calendar including scheduling and coordinating meetings, conferences and/or travel; working with the Chief of Staff, prepare in advance for Provost’s review all meeting materials including, but not limited to, agendas, list of attendees and all relevant documents; attend meetings for the purpose of recording, preparing and distributing minutes and reports.

Screen and route general email, documents, mail and phone calls; evaluate information received by the Office of the Provost, including handling confidential and sensitive materials; respond to various correspondence by composing replies on behalf of the Provost; receive and answer correspondence in the name of the Provost.

Develop an itinerary for the Provost’s travel including securing visas and other necessary documents when required, making airline and hotel reservations and arranging for ground transportation when necessary.

Working with the Chief of Staff and in support of the Office of the Provost, facilitate process improvement; develop, organize and help manage systems for managing workflow, communication and information processing, storage and retrieval; participate in planning and support of ongoing projects, meetings and events, and special projects.

Interact with Trustees, donors, senior leadership, faculty, students and staff of all levels throughout the University, displaying good judgment, confidentiality and sensitivity in an environment that values collegiality and an collaborative mindset. Superior interpersonal skills is essential.

Perform other related duties incidental to the work described herein.

Required Qualifications:

Education/Training:

Bachelor's Degree in a related area, or an equivalent combination of relevant education and professional experience and working knowledge of administrative processes in higher education.

Experience:

Knowledge generally acquired through a minimum of five years of executive secretarial experience of increasing variety and/or complexity.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Skills:

• Solid organizational, administrative, problem-solving and human relation skills;
• Attention to detail and ability to multi-task under pressure;
• Demonstrated maturity, leadership, sensitivity and teamwork;
• high level of technology proficiency.

Bachelor's Degree ina related area, or an equivalent combination of relevant education and professional experience, and working knowledge of administrative processes in healthcare and higher education.

Knowledge generally acquired through a minimum of five years of OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE executive secretarial experience of increasing variety and/or complexity.

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.