What are the responsibilities and job description for the Administrative Assistant position at Duke?
Be You. Be Bold. Choose Duke.
Be You.
Minimum Qualifications
Education
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.
Experience
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. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.
Preferred Qualifications:
- Bachelor’s degree preferred.
- Minimum of 5 years of directly related administrative experience supporting an executive in a corporate environment.
Be Bold.
What You’ll Do:
- 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.
- 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.
Choose Duke.
Ready to Make a Difference?
Anticipated Pay Range: Duke University provides an annual base salary range for this position as USD $44,766.00 to USD $71,706.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.
Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/
Equal Opportunity Employer: Duke is an Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex (including pregnancy and pregnancy- related conditions), sexual orientation, or military status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Essential Physical Job Functions:
Salary : $44,766 - $71,706