Administrative Assistant - DHTS

At Duke Health, we're driven by a commitment to compassionate care that changes the lives of patients, their loved ones, and the greater community. No matter where your talents lie, join us and discover how we can advance health together.

Work arrangement: hybrid position, onsite at least 2 days per week, working in RTP @ Alexandria and Hock Plaza

General Description of the Job Class

Provide high-level administrative support to a department or group of senior leaders. Apply advanced knowledge and skills to independently resolve complex administrative issues and manage multiple executive-level priorities. Responsibilities frequently involve diverse tasks, rapid turnaround times, and handling confidential information. This hybrid local position could require as many as two on-site days weekly, depending on operational demands. Additional attendance for meetings, events, training, and volunteer activities as needed.

Duties and Responsibilities of this Level

Administrative Assistants within DHTS serve as part of the Internal Support Team. While each assistant has designated responsibilities, they are expected to support colleagues and provide backup coverage as needed. In addition to standard Administrative Assistant duties, responsibilities may include:

• Provide direction and prioritization for screening executive leaders' appointments, applying expert judgment and organizational understanding.
• Prepare agendas for DHTS meetings in advance and coordinate all aspects of inperson meeting logistics, including room reservations and complex calendar scheduling.
• Collaborate with other support staff to manage multiple demanding calendars, ensuring critical meetings are scheduled and departmental objectives are met.
• Arrange catering and remain onsite for meeting setup when required.
• Compose, proofread, and edit formal correspondence, memoranda, and short reports for internal and external distribution. Assemble supporting materials and verify completeness, dates, and signatures.
• Anticipate executive needs and proactively identify the appropriate individuals, information, and resources to support operational goals.
• Independently develop advanced presentation materials and prepare complex documentation, reports, charts, graphs, and spreadsheets.
• Manage confidential information with discretion to prevent adverse operational or personnel impacts.
• Represent DHTS on internal or external committees as assigned.
• Provide backup coverage for Administrative Assistants who are out of office to ensure seamless service for supported staff.

Required Qualifications at this Level

Education

• High school diploma or equivalent with five years of progressively complex administrative support experience;
  OR
• Two years of postsecondary education with three years of relevant experience;
  OR
• Equivalent combination of education and experience.

.Degrees, Licensure, and/or Certification

N/A

Knowledge, Skills, and Abilities

• Extensive knowledge of departmental policies, procedures, and goals, with the ability to complete complex administrative assignments independently.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other office productivity tools.
• Experience using SAP, including submitting purchase orders.
• Strong capability to manage and coordinate complex executive Outlook calendars.
• Skilled in preparing meeting materials and producing highquality executivelevel minutes.
• Ability to manage multiple priorities and meet demanding deadlines; proactive, selfdirected, and able to take initiative.
• Ability to juggle multiple tasks and meet demanding deadlines. Must be self-directed and able to take initiative.