Serve as the primary point of contact and professional representative for the Dean’s Suite, ensuring a welcoming and efficient environment for guests, faculty, staff, and university leadership.
Independently manage office logistics, including supply procurement, coordination of lunches, hospitality arrangements, and maintenance of executive meeting spaces.
Coordinate and execute logistics for Dean-hosted meetings, breakfasts, luncheons, and receptions, ensuring timely delivery and catering.
Support the Dean and Chief of Staff with special projects, research, and administrative initiatives requiring independent judgment and confidentiality.
Maintain and organize correspondence, invitations, donor communications, and official documents using Duke Box and other university systems.
Collaborate closely with senior leadership, faculty, and staff to support and advance ongoing initiatives originating from the Office of the Dean.
Assist in managing the Dean’s complex calendar, ensuring alignment with institutional priorities and seamless coordination across departments.
Support travel planning for the Dean and distinguished guests, including booking transportation, accommodations, and preparing briefing materials.
Process reimbursements, procurement card transactions, and travel documentation using Concur and other university platforms.
Manage invitations, RSVPs, room reservations, IT setup, and catering logistics for high-level events hosted by the Dean’s Office.
Maintain highly confidential files, documents, and records, ensuring consistency between electronic and physical documentation.
Prepare presentations, letters of support, and research-related materials for the Dean.
Requirements
High school diploma plus two years of post-secondary education in a business-related field.
Minimum of 4 years of administrative or business experience, preferably in higher education or healthcare.
Proficiency in MS Outlook (calendar management), Zoom (videoconferencing), and Concur (expense reconciliation).
Professional business attire and demeanor.
Experience supporting senior executives in a fast-paced environment (preferred).
Exceptional organizational and time management skills (preferred).
Strong written and verbal communication skills (preferred).
Ability to work independently and collaboratively (preferred).
Critical thinking and problem-solving abilities (preferred).
Benefits
Comprehensive and competitive medical and dental care programs
Generous retirement benefits
Family-friendly and cultural programs to eligible team members
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