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Posted: 13-Feb-25
Location: Durham, North Carolina
Internal Number: 254368
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.
Duke University Health System's (DUHS) Office of the Chief Executive Officer (CEO) is seeking a dynamic, highly organized, and proactive Executive Assistant to partner with the CEO and Chief of Staff in advancing DUHS' mission. This pivotal role is critical to ensuring seamless daily operations in the CEO's office and the successful execution of key projects.
The Executive Assistant will manage complex schedules, coordinate high-level meetings, and act as a key liaison between the CEO and both internal and external stakeholders. The ideal candidate will be a collaborative, strategic multitasker with outstanding organizational and communication skills, attention to detail, excellent time management skills, and the capability to anticipate needs and resolve issues in a fast-paced environment.
We're looking for someone eager to learn and grow, who excels at building relationships across the organization, and navigates ambiguity with a keen eye for problem-solving. This position is primarily onsite.
Key responsibilities include, but are not limited to:
- Act as the executive's ambassador and embody our DUHS values of teamwork, integrity, diversity, excellence and safety every day.
- Treat all team members and external constituents with respect.
- Demonstrate the courage to challenge the norm, question the direction, and recommend innovative solutions.
- Handle sensitive business and confidential information with discretion, tact, and diplomacy.
- Manage and optimize complex executive calendars by prioritizing high-level engagements, coordinating meeting requests, and re-prioritizing as needed.
- Use sound judgment to keep the CEO and Chief of Staff informed of any changes or issues that may impact daily activities or schedules.
- Accept and screen calls, voicemails and emails for the CEO, ensuring the appropriate follow-up either within the CEO's Office or by another business unit or executive.
- Help prepare meeting agendas, presentations, and follow-up materials.
- Support collecting, analyzing, and organizing reports.
- Coordinate travel logistics and accommodations, along with detailed itineraries.
- Manage office and executive expense reports, invoices, and purchases.
- Take the lead on planning and organizing internal events, off-site meetings and conference travel for both small and large groups of executives.
- Proactively take on ad hoc projects and responsibilities as they arise.
- Navigate company resources, build relationships, and interface with various departments on behalf of the CEO to collect information, respond to requests, and obtain services.
- Partner with executive suite teams to ensure seamless daily operations of the suite, conference room management, and supply management.
- Be a team player who works well with others and is willing to support and help teammates.
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.
- Preferred proficiency in Microsoft suite (Outlook, PowerPoint, Excel, Word, Teams), virtual meeting set up (Zoom, Teams)
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 essentialjob 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.
