Executive Assistant to the President

About the role

The executive assistant supports the president, managing their calendar, coordinating travel and engagements, overseeing the President’s Office, and interacting with a wide range of internal and external constituents.

Responsibilities

• Manage the president’s calendar: schedule all routine, standing and one-time meetings, and arrange/coordinate travel and other engagements for the president.
• Manage the calendar for Hart House (the president’s residence), ensuring that all facilities and maintenance appointments, special events and other activities are confirmed and coordinated with the appropriate parties, including the president’s spouse.
• Manage all Duke-related entries on the president’s spouse’s calendar; ensure that the president’s spouse has all necessary briefing materials for Duke events and activities.
• Supervise the work of two FTEs: staff assistant and administrative assistant.
• Oversee daily operations of the President’s Office.
• Cook up annual appointments to presidential committees, working closely with the Executive Committee of the Academic Council.
• Collect and prepare materials for the president’s meetings and engagements.
• Oversee archiving of office documents, consistent with policy.
• Provide quality assurance oversight of all incoming and outgoing materials, including correspondence.
• Maintain president@duke email inbox; address messages in a timely and professional manner.
• Coordinate/manage recurring and one-time special projects, as needed.
• Provide back-up calendar support to the chief of staff and secretary to the Board of Trustees.

Requirements

• Education/Training: Completion of a bachelor's degree program.
• Experience: Five years of administrative support experience at the executive / C-Suite office level, or an equivalent combination of relevant education and/or experience.
• Skills: Keen attention to detail, organizational skills, clear and concise communication, proactive and forward-thinking, high level of professionalism and accuracy, excellent customer service skills, collaboration, thoroughness, professionalism, collegiality, courtesy, respect for others.
• Schedule: Exempt, salaried position, 100% on-site work, flexible and responsive to the president’s needs.
• Computer skills: Experience with Microsoft Office and Adobe Acrobat, familiarity with Duke-specific applications, and comfort with technology.

Qualifications

• Education/Training: Bachelor's degree.
• Experience: Five years of administrative support experience at the executive / C-Suite office level, or an equivalent combination of relevant education and/or experience.
• Skills: Keen attention to detail, organizational skills, clear and concise communication, proactive and forward-thinking, high level of professionalism and accuracy, excellent customer service skills, collaboration, thoroughness, professionalism, collegiality, courtesy, respect for others.

Benefits

N/A

Pay

N/A

Schedule

This is an exempt, salaried position, and the expectation is 100% on-site (versus remote) work. While the schedule is generally contained during regular business hours, occasional weekend and evening work is required. Candidate must be flexible and responsive to the president’s needs at all times.

Computer skills

Experience with Microsoft Office and Adobe Acrobat, familiarity with Duke-specific applications, and comfort with technology.

Equal Opportunity Employer

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.

Physical Job Functions

All members of the 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.