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EXEC ASSIST & SPECIAL PROJECTS, EVP
Job Title: EXEC ASSIST & SPECIAL PROJECTS, EVP
Job Code: 2381
FLSA: E
Job Level: 98
Revised Date: 08/28/2024
Job Family: JF 28
Occupational Summary
Reporting to the Executive Vice President (EVP) and working closely with the EVP's Chief of Staff, the Executive Assistant and Special Projects, EVP is responsible for the daily coordination of functions and activities of the Office of the EVP. This position supports, assists, coordinates, and collaborates on initiatives for the EVP's office, manages short- and long-term priorities, special projects, and activities, and represents the interests and priorities of the Office of the EVP through effective communication, coordination, and integration of objectives.
This position performs advanced, diversified, and confidential administrative duties requiring broad and comprehensive experience, competencies, and knowledge of organization policies and practices while exercising discretion in handling confidential, sensitive and timely information. This position requires balancing and influencing multiple competing priorities and individuals.
Work Performed
Manage administrative support staff within the Office of the EVP, working closely to strategically plan the EVP's attendance at internal and external events and ensure preparation of relevant documents and briefing material. Develop processes and timelines for managing flow of content and information to and from the office. Develop processes for effectively managing the EVP's time and keeping him/her on schedule.
Provide strategic assistance to the Chief of Staff in the day-to-day operations of the EVP office and immediate office activities, projects, and programs.
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.
Contribute to the planning and preparation of Board of Trustees meetings and facilitate adherence to deadlines for meeting materials.
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.
Initiate, establish, and maintain excellent working relationships with key stakeholders, both internal and external to the university.
Staff various levels of executive searches in coordination with 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.
In collaboration with the EVP and Chief of Staff, define project scope, goals and deliverables that support business goals. Identify and propose who should be a part of a project team. Develop draft project plans, timelines, and associated communication documents.
Carry out critical and important projects in collaboration with other team or committee members making recommendations regarding appropriate courses of action based on a thorough understanding of desired outcomes, expectations and timelines. Escalate project issues when needed.
Manage multiple projects involving complex work, simultaneously, according to strict deadlines and within budget. This includes coordinating the efforts of team members, third-party administrators and/or consultants to deliver projects according to plan.
Prepare agendas and attend selected meetings with work groups, project teams, committees and/or task forces, ensuring that action items arising from these meetings are executed in a timely fashion. Effectively communicate expectations to project stakeholders in a timely and clear manner. Coordinate with project stakeholders on an ongoing basis. Develop and communicate project status updates for EVP and other leaders, as required.
Act as liaison between involved parties to address proposed modifications to project scope, schedule, or budget and influence outcomes according to project goals. Facilitate approved modifications to the project plan, working to resolve schedule and/or resource conflicts.
Build, develop, and grow working relationships vital to the success of the project.
Conduct project postmortems to identify successful and unsuccessful project elements, as appropriate. Incorporate key findings into future project processes.
Required Qualifications at this Level
Education/Training
Work 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
Work requires a 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
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.
