EXEC ASSIST & SPECIAL PROJECTS, EVP

Job Title: EXEC ASSIST & SPECIAL PROJECTS, EVP
Job Code: 2381
FLSA: E
Job Level: 98
Revised Date: 02/01/2022
Job Family: JF 28

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Occupational Summary

Reporting to the Executive Vice President (EVP), the Executive Assistant and Special Projects to the EVP advises, supports, assists, coordinates, and collaborates on initiatives for the EVP. This position manages short and long term critical priorities, initiatives and activities, and represents the interests and priorities of the Office of the EVP through effective communication, coordination and integration of objectives. This position requires balancing and influencing multiple competing priorities and individuals. The Executive Assistant and Special Projects, EVP is responsible for the central coordination of all functions and activities of the Office of the EVP, working closely with the EVP's leadership team.

Work Performed

Facilitate the ability of the EVP to manage executive functions with key constituencies, providing context and background information on issues, and coordinating research, projects, meetings and initiatives, as assigned; work with the EVP to establish his/her strategic priorities for a 12-month period and arrange reporting of priority projects on a regular basis.

Carry out critical and important projects in collaboration with other team or committee members, including developing plans, defining and communicating alternatives and making recommendations regarding appropriate courses of action based on a thorough understanding of desired outcomes, expectations and timelines.

Responsible for preparing agendas and attending selected meetings with the EVP and his work groups and/or task forces, ensuring that action items arising from these meetings are executed in a timely fashion. Staff various levels of searches in coordination with an appointed chair (s) and search firm. Interface with search committee members, search firm and candidates, prepare agendas and itineraries, coordinate meetings and maintain all search related files.

Manage administrative support staff within the Office of the EVP, working closely to strategically plan the EVP's attendance to internal and external events and ensure preparation of relevant documents and briefing material, including speeches; to develop processes and timelines for managing flow and content of information to and from the office; and to develop a process for effectively managing the EVP's time and keeping him/her on schedule.

Contribute to the planning and preparing for Board of Trustees meetings and facilitate adherence to deadlines for meeting materials.

Manage communications from the Office of the EVP; with an understanding of the EVP's voice, prepare first drafts of announcements, letters and memos.

Establish excellent working relationships with key stakeholders, including the President's office, Vice Presidents' and Deans' offices, and other key university administrative offices.

Help bring issues to the surface and ensure that they are considered, appropriate action is taken, and the results communicated throughout the organization as appropriate and in a timely manner.

Required Qualifications at this Level

Education/Training

Generally requires a bachelor's degree in a related area, or an equivalent combination of relevant education and professional experience, and working knowledge of administrative processes in healthcare and higher education.

Experience

Minimum of 5 years of executive/management experience required, preferably in a highly complex, matrixed organization such as a higher education university or health system.

Skills

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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.

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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.

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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.