Executive Administrative Specialist

Duke Careers•Durham, NC

About The Position

The Executive Administrative Specialist serves as a trusted member of Human Resources, providing seamless administrative and operational support to the Office of the VP, HR Operations. This role is responsible for managing day‑to‑day operations and priorities, anticipating needs, proactively resolving issues, and ensuring the VP is prepared for all engagements. The ideal candidate will act as a trusted gatekeeper for time, information, and communications, with regular exposure to confidential executive‑level information. They will represent the VP with professionalism and sound judgment.

Requirements

High school diploma or equivalent plus 5 years of progressively responsible administrative support experience demonstrating increasing complexity and leadership.
Two years of post-secondary education plus 3 years of administrative support experience.

Nice To Haves

Bachelor's degree in Business Administration or a related field.
Equivalent experience may include 6 years of executive administrative support with increasing responsibility and complexity.
5–7 years of senior-level executive support experience.
Proven experience supporting C-Suite executives (CEO, COO, CFO, etc.) or Vice Presidents.
Demonstrated ability to manage complex calendars, handle confidential information, manage executive communications, and lead high-priority projects in a fast-paced environment.

Responsibilities

Act as the VP’s ambassador, living our DUHS values of teamwork, integrity, diversity, excellence, and safety every day.
Treat all team members and external constituents with respect and professionalism at all times.
Demonstrate the courage to challenge the norm, question direction, and recommend innovative solutions.
Own assigned processes and administrative office projects end-to-end, including conducting research, synthesizing background materials, and organizing executive-level content (presentations, reports, briefing materials).
Handle sensitive business and confidential information with absolute discretion, tact, and diplomacy.
Coordinate executive-level meetings with internal and external stakeholders while optimizing the VP’s complex calendar; use independent judgment to ensure time is aligned with priorities, key relationships, and leadership needs.
Proactively anticipate needs, mitigate risks, and resolve issues.
Act as a trusted gatekeeper for time, information, and communications, ensuring appropriate prioritization and response.
Use sound judgment to keep the office informed of any changes or issues that may impact daily activities or schedules.
Triage incoming communication and ensure appropriate follow-up.
Coordinate travel logistics and accommodations, including detailed itineraries, flights, lodging, and transportation.
Review, prepare, and submit expense reports, invoices, and purchase requests with minimal oversight, resolving discrepancies and escalating issues as needed to support uninterrupted operations.
Support the planning and organization of internal events, off-site meetings, retreats, and conferences.
Proactively drive timelines and outcomes while coordinating and influencing cross-functional teams and stakeholders at multiple leadership levels to ensure alignment, momentum, and successful outcomes.
Partner with administrative teams to ensure seamless daily operations, conference room management, and supply management.
Act as a collaborative team player who works well with others and is willing to support teammates.