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Executive Assistant

Company: Duke Health
Location: Durham
Posted on: January 17, 2020

Job Description:

General Description of the Job Class
Provide high-level administrative support to Duke University Health System's Chief Quality Officer (CQO). Apply knowledge and skills to resolve complex administrative problems independently. Effectively plan, organize, and manage all administrative aspects of the CQO's office. Perform tasks that are diverse and advanced.

Duties and Responsibilities of this Level
Prioritization and Calendaring

  • Provide direction and prioritization standards for the screening of the CQO'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 CQO in addressing issues.
    • Schedule and maintain a challenging calendar of appointments, meetings, and
      Travel itineraries on behalf of Chief Quality Officer. Partner with other administrative support staff on an ongoing basis to coordinate multiple demanding calendars, while ensuring that critical meetings are scheduled and business objectives achieved.

      Communications and Meeting Preparation
      • Develop and review advanced presentation materials; conduct research and prepare complex documentation, reports, charts, graphs, and spreadsheets at designated intervals and as requested.
      • Partner with DUHS Chancellor and President Offices to create and distribute quality-related communications.
      • Represent the Chief Quality Officer with external contacts including government and regulatory agencies. Respond to requests for information and provide assistance as appropriate.
      • Coordinate and complete special projects independently or in cooperation with other groups as assigned.
        Board Travel
        • The Chief Quality Officer serves on several external Boards. Arrange Board travel itineraries and scheduling on behalf of Chief Quality Officer.
          General
          • Serve as principal source of information to staff and visitors; respond to requests for information and provide assistance as appropriate.
          • Determine administrative needs for conferences, meetings, seminars or other related activity where the Chief Quality Officer is in charge of the event. Assemble and arrange for necessary items.
          • 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.
          • Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions in the name of the executive in accordance with departmental precedents and policies..
          • Handle confidential information which would have immediate negative impact on the organization's operations, performance, or value if shared beyond its intended audience.
          • Perform other related duties incidental to the work described herein.
            Required Qualifications at this Level

            Education
            Work requires a business/office management background generally equivalent to bachelor's degree in a business, healthcare, or secretarial related field.

            Experience
            Knowledge generally acquired through six years of executive secretarial experience of increasing variety and/or complexity. Prior Duke and/or academic health system experience preferred.
            OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

            Degrees, Licensure, and/or Certification
            N/A

            Knowledge, Skills, and Abilities
            Demonstrate ability and temperament to work with sensitive information.
            Demonstrate interpersonal skills and proficiency in business vocabulary to effectively represent the executive and the organization 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.

            Duke 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 essentialjob 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.

Keywords: Duke Health, Durham , Executive Assistant, Other , Durham, North Carolina

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