Executive Admin Assistant – Hybrid & Exec Calendar

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

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.