Executive Assistant

Duke University Health System Job Description:

Job Title: Executive Assistant

FLSA: E

Job Code: 5039

Pay Target: 1

Supervisory Responsibility: Yes 

General Description of the Job Class

In support of, and a direct report to, the Executive Vice President and Chief Operating Officer. Regularly required to resolve complex administrative problems independently. Effectively manage all aspects of the Executive Vice President and Chief Operating Officer office. Perform tasks that are diverse and advanced.

Duties and Responsibilities

30% - Calendar Management

Maintain and certify an accurate calendar including all meetings, travel, and action items, involving research and planning as needed. Provide direction and prioritization standards for the screening of the executive's mail, email, voicemail and appointments using expert judgment and knowledge.

20% - Event and Project Management

Plan, organize, and coordinate administrative aspects of the executive’s office functions, including but not limited to leadership retreats, executive visibility and engagement, vendor/partner contracting projects for human capital priorities, workgroup committee meetings, registration and follow-up for events, etc. Conduct research and compile data needed for various projects.

15% - Communications Management

Independently develop correspondence and presentations for executive to deliver. Manage telephone and email communications to ensure timely responses or action by either executive, team, or assistant. Handle confidential information which would have immediate negative impact on the company operations, performance, or value if shared beyond its intended audience. Oversee creation and printing of posters, documents, handouts, etc. 

15% - Executive Management

Anticipate executive’s needs and proactively bring together appropriate people and other resources to support the executive in addressing issues. Organize and prioritize executive workflow for optimal time management and well-being, adjusting as needed. Report executive’s PTO monthly for payroll purposes. Coordinate external and internal engagement including but not limited to outside Boards, community stakeholders, keynotes presentation, panel discussions, etc.

20% - Office and Stakeholder Management 

Handle mail and distribution to appropriate parties.  Oversee office supplies for office and the team occupied spaces.  Responsible for upkeep of office equipment.  Provide administrative support to the team when needed.  Provide computer support and training when needed.  Design an administrative procedures manual for the office for continuity of workflow in assistant’s absence. Review and streamline office practices to improve workflow and budget expenditures. 

Gatekeeper presenting the executive in a positive and professional light to internal and external stakeholders developing strong working relationships, while limiting distractions to allow executive to focus on their mission. Formalize collaboration with other executive administrative support across organization to leverage shared best practices and optimize role as business partners to their executives. Influence change in company culture.

**This role is expected to be onsite. **

Required Qualifications at this Level

Education: Work requires a business/office management background generally equivalent to a bachelor's degree in a business or secretarial related field.

Experience: Knowledge generally acquired through six years of executive secretarial experience of increasing variety and/or complexity.

OR EQUIVALENT COMBINATION OF EDUCATION AND EXPERIENCE.

Degrees, Licensure, and/or Certification:
N/A

Knowledge, Skills, and Abilities:

Assignment typically requires a detailed knowledge of organization's operations, organizational procedures, and personnel.

Demonstrate ability and temperament to work with sensitive information.

Demonstrate interpersonal skills and proficiency in business vocabulary to effectively represent the executive and the company to outside parties.

Demonstrate attention to detail and decision-making skills to respond to high-pressure situations.

Demonstrate time management skills to plan, manage, and coordinate executive's activities and major functions.

Distinguishing Characteristics of this Level

N/A

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 essential job 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.