Administrative Assistant

Duke Careers•Durham, NC

20h•Hybrid

About The Position

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. Work arrangement: hybrid position, onsite at least 2 days per week, working in RTP @ Alexandria and Hock Plaza General Description of the Job Class Provide high-level administrative support to a department or group of senior leaders. Apply advanced knowledge and skills to independently resolve complex administrative issues and manage multiple executive-level priorities. Responsibilities frequently involve diverse tasks, rapid turnaround times, and handling confidential information. This hybrid local position may also assist the on-site DHTS Facilities team at either RTP or Durham locations, and the role could require as many as two on-site days weekly, depending on operational demands. With additional attendance for meetings, events, training, and volunteer activities as needed. Duties and Responsibilities of this Level Administrative Assistants within DHTS serve as part of the Internal Support Team. While each assistant has designated responsibilities, they are expected to support colleagues and provide backup coverage as needed. In addition to standard Administrative Assistant duties, responsibilities may include: Provide direction and prioritization for screening executive leaders’ appointments, applying expert judgment and organizational understanding. Prepare agendas for DHTS meetings in advance and coordinate all aspects of in‑person meeting logistics, including room reservations and complex calendar scheduling. Collaborate with other support staff to manage multiple demanding calendars, ensuring critical meetings are scheduled and departmental objectives are met. Arrange catering and remain on‑site for meeting setup when required. Compose, proofread, and edit formal correspondence, memoranda, and short reports for internal and external distribution. Assemble supporting materials and verify completeness, dates, and signatures. Anticipate executive needs and proactively identify the appropriate individuals, information, and resources to support operational goals. Independently develop advanced presentation materials and prepare complex documentation, reports, charts, graphs, and spreadsheets. Manage confidential information with discretion to prevent adverse operational or personnel impacts. Provide backup facilities support, including breakroom replenishment, mail distribution, supply ordering, badge access management, janitorial and maintenance requests, conference room oversight, and special on‑site needs. Represent DHTS on internal or external committees as assigned. Provide backup coverage for Administrative Assistants who are out of office to ensure seamless service for supported staff.

Requirements

High school education or equivalent.
Two years of administrative support experience of increasing variety and/or complexity
Extensive knowledge of departmental policies, procedures, and goals, with the ability to complete complex administrative assignments independently.
Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other office productivity tools.
Experience using SAP, including purchase order submission.
Strong capability to manage and coordinate complex executive Outlook calendar.
Skilled in preparing meeting materials and producing high‑quality executive‑level minutes.
Ability to manage multiple priorities and meet demanding deadlines; proactive, self‑directed, and able to take initiative.
Ability to juggle multiple tasks and meet demanding deadlines. Must be self-direct and able to take initiative.

Nice To Haves

Five years of experience or two years of postsecondary education with 3 years of experience

Responsibilities

Provide direction and prioritization for screening executive leaders’ appointments, applying expert judgment and organizational understanding.
Prepare agendas for DHTS meetings in advance and coordinate all aspects of in‑person meeting logistics, including room reservations and complex calendar scheduling.
Collaborate with other support staff to manage multiple demanding calendars, ensuring critical meetings are scheduled and departmental objectives are met.
Arrange catering and remain on‑site for meeting setup when required.
Compose, proofread, and edit formal correspondence, memoranda, and short reports for internal and external distribution. Assemble supporting materials and verify completeness, dates, and signatures.
Anticipate executive needs and proactively identify the appropriate individuals, information, and resources to support operational goals.
Independently develop advanced presentation materials and prepare complex documentation, reports, charts, graphs, and spreadsheets.
Manage confidential information with discretion to prevent adverse operational or personnel impacts.
Provide backup facilities support, including breakroom replenishment, mail distribution, supply ordering, badge access management, janitorial and maintenance requests, conference room oversight, and special on‑site needs.
Represent DHTS on internal or external committees as assigned.
Provide backup coverage for Administrative Assistants who are out of office to ensure seamless service for supported staff.