Executive Administrative Specialist – CMO & Cancer Services

Duke PA; Durham, Northern (NC, KY); Hybrid; USD 70,000 - 90,000; Full time

Job summary

Duke University Hospital in Durham, NC seeks an experienced executive administrative professional to support the Chief Medical Officer and Vice President of Cancer Services. You will manage complex calendars, prepare executive-level documents, and coordinate high-priority projects and governance meetings.

Ideal candidates demonstrate advanced MS Office skills (Excel, Teams, Zoom), strong communication, confidentiality, and the ability to adapt to fast-paced healthcare operations while driving

Qualifications

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

Responsibilities

• Proactively manage complex executive calendars, appointments, travel, and meeting logistics for the Chief Medical Officer and Vice President of Cancer Services, anticipating scheduling conflicts and resolving them independently.
• Collaborate with executive support staff to coordinate multiple high-priority calendars, ensuring organizational priorities and strategic initiatives remain on track.
• Independently develop executive-level presentations, reports, dashboards, spreadsheets, and other materials that support informed decision-making.
• Create and maintain complex databases while ensuring data accuracy and integrity.
• Analyze, compile, and interpret data from multiple sources; identify trends and prepare concise summaries and reports with actionable insights.
• Compose, edit, and proofread executive correspondence and other professional communications with exceptional attention to detail.
• Serve as a trusted liaison between executive leadership and internal and external stakeholders, exercising discretion, diplomacy, and professionalism.
• Prepare meeting agendas, capture accurate minutes, and follow through on action items for Duke Cancer Institute Governance meetings, etc.
• Act as the primary resource for staff and visitors by responding to complex inquiries with professionalism, sound judgment, and excellent customer service.
• Prioritize requests, independently determine appropriate actions, and elevate issues when necessary.
• Analyze administrative processes, identify opportunities for improvement, and recommend solutions that increase efficiency and effectiveness.
• Coordinate conferences, executive meetings, and special events by anticipating logistical needs and managing all aspects of event execution.
• Assist with budget preparation, financial reconciliation, and expense monitoring by investigating discrepancies and ensuring timely resolution.
• Interpret organizational policies and departmental procedures, providing clear guidance to faculty, staff, and external partners.
• Independently lead and complete special projects while managing deadlines, communicating progress, and adapting to changing priorities.
• Create, maintain, and regularly update organizational charts and reporting structures.
• Manage quality initiatives in conjunction with leaders as needed by DCI initiative.
• Design, administer, analyze, and report findings from Qualtrics or other survey engines, making recommendations based on results.
• Provide leadership, guidance, and mentorship to administrative staff, promoting collaboration, accountability, and continuous improvement.
• Assist with recruiting, onboarding, training, and mentoring new administrative team members as needed.
• Perform other duties as assigned in support of departmental operations and strategic initiatives.

Skills

Executive support

Calendar management

Data analysis

MS Office proficiency

Excel pivot tables

Travel coordination

Communication

Stakeholder management

Education

High school diploma with 5 years experience

Two years post secondary with 3 years experience

Equivalent combination of education/experience

Tools

Microsoft Excel

Microsoft Teams

Zoom

PowerPoint

Qualtrics

Job description

Duke University Hospital in Durham, NC seeks an experienced executive administrative professional to support the Chief Medical Officer and Vice President of Cancer Services. You will manage complex calendars, prepare executive-level documents, and coordinate high-priority projects and governance meetings.

Ideal candidates demonstrate advanced MS Office skills (Excel, Teams, Zoom), strong communication, confidentiality, and the ability to adapt to fast-paced healthcare operations while driving