Executive Assistant - Nursing and Patient Care Services

General Description Of The Job Class

In support of and reporting directly to the Senior Vice President & Chief Nurse Executive (CNE), provides high-level executive, administrative, operational, and project management support for Nursing and Patient Care Services. Functions as a trusted partner to executive leadership, independently managing complex administrative, operational, and strategic initiatives that support system-wide nursing priorities. Responsible for coordinating executive office operations, managing sensitive and confidential information, facilitating communication across multiple stakeholders, and supporting the planning, execution, and monitoring of strategic projects and organizational initiatives. Exercises independent judgment, discretion, and decision-making in a fast-paced healthcare environment.

Duties And Responsibilities Of This Level

• Provide direction and prioritization standards for the screening and management of the executive's correspondence, email, calendar, meeting requests, and other communications using expert judgment and knowledge of organizational priorities.
• Anticipate executive needs and proactively coordinate resources, information, and stakeholders to support timely decision-making and issue resolution.
• Serve as a primary point of contact for nursing leadership, health system executives, academic partners, physicians, administrators, and external organizations.
• Cook up and manage complex calendars, executive meetings, leadership retreats, board presentations, and special events.
• Draft, edit, and prepare executive communications, correspondence, reports, agendas, meeting summaries, presentations, and briefing materials.
• Handle highly sensitive and confidential information related to strategic planning, personnel matters, financial operations, and organizational initiatives.

Executive Leadership Support

• Provide direction and prioritization standards for the screening and management of the executive's correspondence, email, calendar, meeting requests, and other communications using expert judgment and knowledge of organizational priorities.
• Anticipate executive needs and proactively coordinate resources, information, and stakeholders to support timely decision-making and issue resolution.
• Serve as a primary point of contact for nursing leadership, health system executives, academic partners, physicians, administrators, and external organizations.
• Cook up and manage complex calendars, executive meetings, leadership retreats, board presentations, and special events.
• Draft, edit, and prepare executive communications, correspondence, reports, agendas, meeting summaries, presentations, and briefing materials.
• Handle highly sensitive and confidential information related to strategic planning, personnel matters, financial operations, and organizational initiatives.

Project Management and Strategic Initiative Support

• Provide project coordination and management support for Nursing and Patient Care Services strategic priorities, operational initiatives, and executive-sponsored projects.
• Develop and maintain project plans, timelines, milestones, action-item trackers, and status reports to ensure timely execution of initiatives.
• Cook up and coordinate cross-functional teams and stakeholders to support project implementation, communications, and follow-up activities.
• Monitor project progress, identify risks, barriers, or dependencies, and escalate issues as appropriate.
• Facilitate meetings related to strategic initiatives, including agenda development, documentation of decisions, tracking deliverables, and monitoring accountability for completion.
• Prepare executive dashboards, scorecards, and reports summarizing project status, outcomes, and organizational performance metrics.
• Aid in change management efforts by coordinating communications, stakeholder engagement activities, and implementation plans.
• Aid in process improvement initiatives by gathering data, conducting research, analyzing workflows, and recommending operational efficiencies.

Operational and Financial Management

• Prepare operational, strategic, and financial reports reflecting organizational performance, trends, risks, and recommendations.
• Aid in budget development, monitoring, forecasting, and reconciliation activities for Nursing and Patient Care Services.
• Analyze trends and data to support executive decision-making and organizational planning.

Communication and Relationship Management

• Maintain effective working relationships with leaders throughout Duke University Health System, Duke University School of Nursing, affiliated organizations, and external partners.
• Receive and initiate regular communications on behalf of executive leadership with healthcare executives, professional organizations, academic institutions, government agencies, community partners, and external stakeholders.
• Represent the department on committees, workgroups, and project teams as designated.
• Interpret departmental policies and procedures and communicate operational guidance consistent with organizational practices and executive direction.

Leadership and Administrative Oversight

• Plan, organize, and coordinate administrative functions supporting the Office of the Chief Nurse Executive and Nursing and Patient Care Services leadership.
• May provide oversight, workflow coordination, onboarding support, training, or functional supervision of administrative support personnel.
• May provide support recruitment activities, performance management documentation, departmental onboarding, and workforce planning initiatives as assigned.
• May monitor attendance records, timekeeping processes, and administrative documentation as appropriate.