Administrative Assistant - DHTS

Duke University; United States; Hybrid; USD 42,000 - 64,000; Full time

Job summary

Duke Health seeks an Administrative Assistant to provide high-level administrative support to a department or group of senior leaders. The role involves independent handling of complex issues, confidential information, and executive-level priorities in a hybrid setting with on-site days at Duke Health locations in RTP and Alexandria/Hock Plaza.

Responsibilities include managing calendars, preparing meeting logistics, drafting correspondence, and developing advanced presentation materials.

Qualifications

• Extensive knowledge of departmental policies, procedures, and goals, with the ability to complete complex administrative assignments independently.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other office productivity tools.
• Experience using SAP, including submitting purchase orders.
• Strong capability to manage and coordinate complex executive Outlook calendars.
• Skilled in preparing meeting materials and producing high-quality executive-level minutes.
• Ability to manage multiple priorities and meet demanding deadlines; proactive, self-directed, and able to take initiative.

Responsibilities

• Provide direction and prioritization for screening executive leaders’ appointments, applying expert judgment and organizational understanding.
• Prepare agendas for DHTS meetings in advance and coordinate all aspects of in-person meeting logistics, including room reservations and complex calendar scheduling.
• Collaborate with other support staff to manage multiple demanding calendars, ensuring critical meetings are scheduled and departmental objectives are met.
• Arrange catering and remain on-site for meeting setup when required.
• Compose, proofread, and edit formal correspondence, memoranda, and short reports for internal and external distribution. Assemble supporting materials and verify completeness, dates, and signatures.
• Anticipate executive needs and proactively identify the appropriate individuals, information, and resources to support operational goals.
• Independently develop advanced presentation materials and prepare complex documentation, reports, charts, graphs, and spreadsheets.
• Manage confidential information with discretion to prevent adverse operational or personnel impacts.
• Represent DHTS on internal or external committees as assigned.
• Provide backup coverage for Administrative Assistants who are out of office to ensure seamless service for supported staff.

Skills

Executive support

Calendar management

MS Office proficiency

Attention to detail

Education

High school diploma or equivalent with five years of progressively complex administrative support experience

Two years of postsecondary education with three years of relevant experience

Equivalent combination of education and experience

Tools

SAP

Outlook

Excel

PowerPoint

Job description

At Duke Health, we're driven by a commitment to compassionate care that changes the lives of patients, their loved ones, and the greater community. No matter where your talents lie, join us and discover how we can advance health together.

Work arrangement: hybrid position, onsite at least 2 days per week, working in RTP @ Alexandria and Hock Plaza

General Description of the Job Class

Provide high-level administrative support to a department or group of senior leaders. Apply advanced knowledge and skills to independently resolve complex administrative issues and manage multiple executive-level priorities. Responsibilities frequently involve diverse tasks, rapid turnaround times, and handling confidential information. This hybrid local position could require as many as two on-site days weekly, depending on operational demands. Additional attendance for meetings, events, training, and volunteer activities as needed.

Duties and Responsibilities of this Level

Administrative Assistants within DHTS serve as part of the Internal Support Team. While each assistant has designated responsibilities, they are expected to support colleagues and provide backup coverage as needed. In addition to standard Administrative Assistant duties, responsibilities may include:

• Provide direction and prioritization for screening executive leaders’ appointments, applying expert judgment and organizational understanding.
• Prepare agendas for DHTS meetings in advance and coordinate all aspects of in-person meeting logistics, including room reservations and complex calendar scheduling.
• Collaborate with other support staff to manage multiple demanding calendars, ensuring critical meetings are scheduled and departmental objectives are met.
• Arrange catering and remain on-site for meeting setup when required.
• Compose, proofread, and edit formal correspondence, memoranda, and short reports for internal and external distribution. Assemble supporting materials and verify completeness, dates, and signatures.
• Anticipate executive needs and proactively identify the appropriate individuals, information, and resources to support operational goals.
• Independently develop advanced presentation materials and prepare complex documentation, reports, charts, graphs, and spreadsheets.
• Manage confidential information with discretion to prevent adverse operational or personnel impacts.
• Represent DHTS on internal or external committees as assigned.
• Provide backup coverage for Administrative Assistants who are out of office to ensure seamless service for supported staff.

Required Qualifications at this Level

Education

• High school diploma or equivalent with five years of progressively complex administrative support experience;
• Two years of postsecondary education with three years of relevant experience;
• Equivalent combination of education and experience.

Degrees, Licensure, and/or Certification

N/A

Knowledge, Skills, and Abilities

• Extensive knowledge of departmental policies, procedures, and goals, with the ability to complete complex administrative assignments independently.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other office productivity tools.
• Experience using SAP, including submitting purchase orders.
• Strong capability to manage and coordinate complex executive Outlook calendars.
• Skilled in preparing meeting materials and producing high-quality executive-level minutes.
• Ability to manage multiple priorities and meet demanding deadlines; proactive, self-directed, and able to take initiative.
• Ability to juggle multiple tasks and meet demanding deadlines. Must be self-directed and able to take initiative.

Duke is an 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 (including pregnancy and pregnancy related conditions), sexual orientation or military 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.