Executive Assistant for Chancellor Emeritus at Duke

Duke Careers•Durham, NC

18h•$44,766 - $71,706•Onsite

About The Position

The Division of Cardiology at Duke University School of Medicine is seeking an experienced and highly-motivated individual to provide executive-level assistance to the Duke Health Chancellor Emeritus. This role involves managing a complex calendar, coordinating national and international travel, handling sensitive correspondence, tracking expenses, and ensuring compliance with university policies. The ideal candidate will be proactive, discreet, and possess strong organizational, communication, and problem-solving skills, with the ability to manage multiple priorities in a fast-paced, mission-driven environment.

Requirements

General educational background normally equivalent to a full high school education plus two years of post-secondary education in a business-related field.
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.
Ability to use substantial latitude for independent judgment and action.
Excellent communication skills with a proven ability to use diplomacy and tact to effectively interact and build relationships across all levels of the University and with global external parties.

Nice To Haves

Work generally requires knowledge of basic mathematical, research, and communication principles normally acquired through two years of post secondary education.
Bachelor’s degree preferred.
Work generally requires four years of progressive clerical or project management experience to acquire strong skills in administrative, project management and/or basic research responsibilities as well as accepted office management, communications, and research.
Experience working in fast-paced environments with a high degree of organizational effectiveness.
Ability to arrange and coordinate complex international and domestic travel.

Responsibilities

Maintains calendar and coordinates both internal and external meetings.
Answers and screens incoming calls, and physical and electronic correspondence.
Works closely and effectively with the Chancellor Emeritus to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
Coordinates a variety of activities with numerous parties.
Coordinates complex travel for the Chancellor Emeritus and prepares logistics memos and travel itineraries.
Collaborates with Chancellor Emeritus’ team in the preparation of materials for travel to speaking engagements.
Tracks expenses and processes expense reports, invoice vouchers, and honoraria payments in accordance with Duke University policies.
Manages supplies for the Chancellor Emeritus’ office.
Researches and compiles information on behalf of the Chancellor Emeritus’ Office.
May assist in the preparation of background materials for meetings.
Help plan and coordinate visits of distinguished guests and convening activities as initiated by the Chancellor Emeritus, including event planning and budget management, ensuring appropriate leaders are notified of visits.