Administrative Assistant

Duke Careers•Durham, NC

11d•$44,766 - $71,706•Onsite

About The Position

This role provides administrative support to the Head of the Direct Team, Head of Risk Management, and associated Investment Managers, ensuring seamless coordination across schedules, communications, and operational processes. As an Administrative Assistant, you’ll play a key role in supporting senior leaders within the Direct Investment and Risk Management teams. You’ll be a trusted partner—helping leaders stay organized, connected, and focused—while contributing to a high-performing, service-oriented environment.

Requirements

Work requires a general educational background normally equivalent to a full high school education plus two years of post-secondary education in a business-related field.
Work requires 4 years of related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles, and coordination of major office activities.
Strong bias for action with a commitment to excellence in execution.
Exceptional attention to detail and a strong, collaborative work ethic.
Ability to perform accurately under pressure and manage tight deadlines.
High level of initiative, follow-through, and clear written and verbal communication skills.
Friendly, professional demeanor with a strong customer service mindset.
Ability to multitask independently with minimal supervision.
Proven ability to interact professionally and discreetly with all levels of leadership, staff, and external contacts.
Proficiency in Microsoft Outlook, Excel, Word, and PowerPoint.
Strong organizational skills with the ability to prioritize effectively.
Demonstrated ability to handle confidential information with professionalism and discretion.

Nice To Haves

Bachelor’s degree preferred.
Minimum of 5 years of directly related administrative experience supporting an executive in a corporate environment.

Responsibilities

Manage complex calendars, schedule appointments, and coordinate meetings and travel arrangements, including domestic and international travel.
Partner with internal departments to align schedules and ensure effective meeting coordination.
Enter corporate meetings into calendars and distribute meeting invitations and room requests.
Confirm appointments and logistics, keeping clients informed of any schedule changes.
Receive, screen, and prioritize incoming communications and visitors, ensuring timely and appropriate follow-up.
Review client mail, emails, and documents and ensure proper routing and disposition.
Serve as a point of contact in the absence of clients, independently addressing inquiries when possible and maintaining records of actions taken.
Prepare and submit monthly expense reports and reconcile monthly P-Card transactions.
Utilize Concur to process invoices, set up suppliers, prepare purchase requisitions and purchase orders, receive purchase orders, and submit items for payment.
Prepare weekly investment review materials and other presentations as needed.
Complete data entry to support operational reporting and project management initiatives.
Assist with problem-solving and coordination across departments.
Provide support for planning and executing major internal and external events.
Track and communicate the status of Direct Investment and Risk team processes, including employee engagement surveys and development planning.
Provide meeting set-up, agenda preparation, and invitation support for Direct and Risk Team meetings.