Administrative Coordinator, Fuqua School of Business

Duke University:

 

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

 

 

 

 

 

Administrative Coordinator

Fuqua School of Business

Dean's Office

Level 12

 

Position Summary

Serve as the Executive Assistant to the Dean of the Fuqua School of Business, providing high-level administrative support and strategic coordination for Dean's office operations. This role requires exceptional judgment, discretion, and professional maturity in managing confidential information and interactions with faculty, staff, students, senior leadership, executives, board members, and distinguished visitors.

 

Essential Responsibilities include but are not limited to:

 

Executive Support and Strategic Operations

• Serve as gatekeeper for the dean, managing confidential information and ensuring comprehensive preparation for all meetings with detailed briefing materials and talking points
• Manage dean’s complex calendar – recurring meetings, special requests, etc., using sound  judgment to manage priorities. Respond to multiple daily requests and make suggestions to maximize time and eliminate unnecessary meetings
• Coordinate all aspects of the Dean’s travel calendar, including itinerary preparation, flights, ground transportation, and accommodations
• Oversee incoming correspondence and requests for the Dean’s attention; route issues and requests to other staff members as appropriate; prioritize items that need immediate attention; ensure follow up as needed
• Draft all matter of correspondence for the dean in her voice: emails, board notes, meeting summaries, recommendation letters and official communications to internal and external stakeholders
• Provide dedicated support for high-profile visiting professors and C-suite level visitors
• Manage death protocol: communications to staff/faculty and other constituencies, coordinate order of memorial tree and plaque, communicate with the family

 

Board and Event Management

• Lead all logistical planning and execution for two annual advisory board (Board of Visitors) meetings, including:
  • Develop comprehensive meeting agenda in collaboration with the Dean
  • Coordinate multiple concurrent sessions and social activities
  • Manage all attendee communications and arrangements
  • Prepare and manage all meeting materials (advance reading, membership directory, handouts)
  • Coordinate detailed process to in