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EXECUTIVE ASSISTANT
Job Title: EXECUTIVE ASSISTANT
Job Code: 5039
FLSA: E
Job Level: F1
Revised Date: 06/13/2005
Supervisory Responsibility: Yes
General Description of the Job Class
In support of, and a direct report to, the CEO. Regularly required to resolve complex administrative problems independently. Effectively manage all aspects of the CEO???s office. Perform tasks that are diverse and advanced.
Duties and Responsibilities of this Level
Provide direction and prioritization standards for the screening of the executive's mail, email, voicemail and appointments using expert judgment and knowledge.
Anticipate executive???s needs and proactively bring together appropriate people and other resources to support the executive in addressing issues.
Prepare financial and operational reports and analyses reflecting progress, adverse trends and appropriate recommendations or conclusions. Analyze past trends and project future needs to forecast and manage the budget. Serve as departmental liaison with administrative personnel concerning Duke policies and procedures, grant administration and budgetary preparation and control.
Independently develop presentations for CEO to deliver.
Conduct research, develop content, and create effective presentation.
Handle confidential information which would have immediate negative impact on the company operations, performance, or value if shared beyond its intended audience.
Receive and initiate extensive, regular outside contacts on behalf of the executive with executives and boards of directors of other companies, regulators, elected representatives, charitable boards, and customers.
Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions in the name of the departmental and divisional head in accordance with departmental precedents and policies.
May represent Duke and/or the CEO on internal or external committees.
Formally supervise a small group of clerical assistants. Responsible for recommending and executing various personnel actions including, but not limited to, hiring, performance appraisal, promotions and disciplinary actions. Monitor attendance and automated time reports.
Plan, organize and coordinate the administrative aspects of the Executive's office functions.
Required Qualifications at this Level
Education
Work requires a business/office management background generally equivalent to a bachelor's degree in a business or secretarial related field.
Experience
Knowledge generally acquired through six years of executive secretarial experience of increasing variety and/or complexity.
OR EQUIVALENT COMBINATION OF EDUCATION AND EXPERIENCE
Degrees, Licensure, and/or Certification
N/A
Knowledge, Skills, and Abilities
Assignment typically requires a detailed knowledge of organization's operations, organizational procedures, and personnel.
Demonstrate ability and temperament to work with sensitive information.
Demonstrate interpersonal skills and proficiency in business vocabulary to effectively represent the executive and the company to outside parties.
Demonstrate attention to detail and decision-making skills to respond to high-pressure situations.
Demonstrate time management skills to plan, manage, and coordinate executive's activities and major functions.
Distinguishing Characteristics of this Level
N/A
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke University is an Affirmative Action/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, sexual orientation, or veteran 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
Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.
