Administrative Assistant

Be You. Be Bold. Choose Duke.

Be You.

• 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.