Administrative Specialist - Real Estate

Duke Clinical Research Institute; Durham (NC); Hybrid; USD 65,000 - 85,000; Full time

Job summary

Duke University Real Estate is seeking an experienced administrative professional to support the Chief Real Estate Officer and Directors. You will handle confidential duties, prepare agendas, memos, and presentations, and manage busy calendars.

You will develop materials with PowerPoint and Excel, assist in lease administration for Duke assets approx 4 million sf across 200 leases, and help implement policies. This role is hybrid with most time in office.

Qualifications

• High school diploma or equivalent with 5+ years admin support.
• 2 years postsecondary education with 3+ years experience.
• Equivalent combination of education and experience.

Responsibilities

• Prepare meeting agendas, memos, and correspondence.
• Coordinate calendars and meetings; support executives.
• Develop presentations in PowerPoint and Excel; use AI tools as needed.
• Assist in lease administration and insurance compliance.
• Maintain policies and procedures; handle confidential information.
• Hybrid work arrangement with most time in an office setting.

Skills

Secretarial skills

Administrative support

Attention to detail

Customer service

Initiative

Multitasking

Education

High school diploma or equivalent

2 years postsecondary education

Tools

Microsoft Office

Job description

Occupational Summary

Acts as the assistant to the Chief Real Estate Officer and Directors in Duke University Real Estate, performing advanced, diversified and confidential secretarial and administrative duties requiring broad and comprehensive experience, competencies and knowledge of organizational policies and practices while exercising discretion in handling confidential, sensitive and timely information. Applies knowledge and skills to resolve complex non-routine administrative problems independently or with others.

Work Performed

• Perform advanced, diversified and confidential secretarial and administrative duties by independently preparing meeting agendas, memos, and correspondence; completing a variety of non-routine assignments, including assisting in the preparation of presentations and solicitations for consultant services; coordinating busy and shifting office calendars including scheduling and coordinating meetings and/or conferences; keeping the Chief Real Estate Officer and Directors on task with responsibilities and deadlines; processing a considerable amount of confidential and sensitive information in support of administrative activities, which may include clinical practice issues; serve as the primary liaison for executive and other senior management personnel. These responsibilities require significant organizational skills, as well as confidentiality, flexibility, and initiative.
• Development of presentations in PowerPoint, Excel and other software programs, including AI tools such as CoPilot and CoWork, as needed to support delivery of materials to executives, boards, representatives and clients.
• In addition to the duties as described above:
• Involvement in daily operation of department with management of property assets related to leased space for Duke University, Duke University Health System, and School of Medicine (approximately 4 million sf of office, clinic, lab, warehouse space across 200 leases).
• Support of real estate team in lease administration matters including rent collection, insurance compliance management, document management and use of real estate web-based software system.
• Assist in developing administrative goals and priorities for department; communicating, implementing, interpreting and revising policies and procedures as appropriate; facilitating process improvement analysis for work unit; maintaining knowledge of technology.
• Attention to detail, strong customer service skills and ability to work in an open office environment are a necessity. Real Estate is an energetic, adaptive, fast-paced office culture.
• It is expected that this position will be performed in a hybrid workplace model with the majority of the time in a professional office setting.

Minimum Qualifications

Education

High school education or equivalent with five years of administrative support experience of increasing variety, complexity and demonstration of work leadership. Two years of postsecondary education with three years of experience. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Experience

Experience working in a commercial real estate office preferred. Excellent Microsoft Office experience.

Knowledge, Skills and Abilities

• In-depth knowledge of department policies, procedures, and goals as well as administrative support in completing complex tasks.
• Demonstrated understanding of basic leadership approaches such as work scheduling, prioritizing, and coaching.
• Demonstrated success applying the highest level of secretarial skills. Demonstrated the ability to gain the confidence and cooperation of peers.
• Demonstrated editing and proofreading skills.
• 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.