Executive Assistant - Nursing and Patient Care Services

Duke Careers • Durham, NC

18d • Onsite

About The Position

In support of and reporting directly to the Senior Vice President & Chief Nurse Executive (CNE), provides high-level executive, administrative, operational, and project management support for Nursing and Patient Care Services. Functions as a trusted partner to executive leadership, independently managing complex administrative, operational, and strategic initiatives that support system-wide nursing priorities. Responsible for coordinating executive office operations, managing sensitive and confidential information, facilitating communication across multiple stakeholders, and supporting the planning, execution, and monitoring of strategic projects and organizational initiatives. Exercises independent judgment, discretion, and decision-making in a fast-paced healthcare environment.

Requirements

• Business administration, healthcare administration, project management, communications, or related field background generally equivalent to a bachelor's degree.
• Six years of progressively responsible executive administrative support experience in a complex healthcare, academic medical center, or corporate environment.
• Demonstrated knowledge of healthcare operations and organizational structures.
• Strong project management, organizational, and prioritization skills.
• Ability to manage multiple complex projects simultaneously and meet competing deadlines.
• Demonstrated ability to exercise sound judgment and maintain confidentiality.
• Advanced skills in developing presentations, reports, meeting materials, and executive communications.
• Ability to analyze data and prepare concise executive summaries and recommendations.
• Strong relationship-building and stakeholder management skills.
• Excellent written and verbal communication skills.
• Demonstrated proficiency in Microsoft Office applications, including Excel, PowerPoint, Teams, and project management tools.
• Ability to work independently and proactively in a fast-paced executive environment.
• Attention to detail, critical thinking, and problem-solving skills.
• Demonstrated ability to coordinate complex initiatives involving multiple departments and stakeholders.

Nice To Haves

• Experience supporting senior executives, strategic initiatives, and large-scale projects is preferred.
• Experience in project coordination, project management, operational improvement, or healthcare administration strongly preferred.
• Bachelor's degree preferred.
• Project Management Professional (PMP), Certified Associate in Project Management (CAPM), Lean, Six Sigma, or other project management/process improvement certifications preferred.

Responsibilities

• Provide direction and prioritization standards for the screening and management of the executive's correspondence, email, calendar, meeting requests, and other communications using expert judgment and knowledge of organizational priorities.
• Anticipate executive needs and proactively coordinate resources, information, and stakeholders to support timely decision-making and issue resolution.
• Serve as a primary point of contact for nursing leadership, health system executives, academic partners, physicians, administrators, and external organizations.
• Coordinate and manage complex calendars, executive meetings, leadership retreats, board presentations, and special events.
• Draft, edit, and prepare executive communications, correspondence, reports, agendas, meeting summaries, presentations, and briefing materials.
• Handle highly sensitive and confidential information related to strategic planning, personnel matters, financial operations, and organizational initiatives.
• Provide project coordination and management support for Nursing and Patient Care Services strategic priorities, operational initiatives, and executive-sponsored projects.
• Develop and maintain project plans, timelines, milestones, action-item trackers, and status reports to ensure timely execution of initiatives.
• Coordinate cross-functional teams and stakeholders to support project implementation, communications, and follow-up activities.
• Monitor project progress, identify risks, barriers, or dependencies, and escalate issues as appropriate.
• Facilitate meetings related to strategic initiatives, including agenda development, documentation of decisions, tracking deliverables, and monitoring accountability for completion.
• Prepare executive dashboards, scorecards, and reports summarizing project status, outcomes, and organizational performance metrics.
• Support change management efforts by coordinating communications, stakeholder engagement activities, and implementation plans.
• Assist with process improvement initiatives by gathering data, conducting research, analyzing workflows, and recommending operational efficiencies.
• Prepare operational, strategic, and financial reports reflecting organizational performance, trends, risks, and recommendations.
• Assist in budget development, monitoring, forecasting, and reconciliation activities for Nursing and Patient Care Services.
• Analyze trends and data to support executive decision-making and organizational planning.
• Maintain effective working relationships with leaders throughout Duke University Health System, Duke University School of Nursing, affiliated organizations, and external partners.
• Receive and initiate regular communications on behalf of executive leadership with healthcare executives, professional organizations, academic institutions, government agencies, community partners, and external stakeholders.
• Represent the department on committees, workgroups, and project teams as designated.
• Interpret departmental policies and procedures and communicate operational guidance consistent with organizational practices and executive direction.
• Plan, organize, and coordinate administrative functions supporting the Office of the Chief Nurse Executive and Nursing and Patient Care Services leadership.
• May provide oversight, workflow coordination, onboarding support, training, or functional supervision of administrative support personnel.
• May provide support recruitment activities, performance management documentation, departmental onboarding, and workforce planning initiatives as assigned.
• May monitor attendance records, timekeeping processes, and administrative documentation as appropriate.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive