Administrative Assistant, Office of the Provost

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.

 

 

Be You.

 

The Office of the Provost at Duke University is seeking a highly organized and proactive Administrative Assistant to join our team. In this pivotal role, you will provide confidential and complex administrative support to ensure the smooth operation of the Provost’s Office. You’ll be instrumental in coordinating meetings, managing calendars, supporting financial processes, and organizing events that bring together faculty, staff, and leadership.

 

This is a unique opportunity to be part of a forward-thinking team that is actively integrating AI-driven tools to transform administrative operations. You’ll help streamline workflows, improve efficiency, and enable staff to focus on strategic, high-impact initiatives that support the Provost’s mission.

 

You’ll thrive in this role if you enjoy working independently, managing multiple priorities, and collaborating across departments. Your contributions will directly support the Chief of Staff and other senior leaders, making this a highly visible and rewarding position.

 

Minimum Requirements

• Requires a general educational background normally equivalent to a full high school education plus two years of post-secondary education in a business-related field.
• Requires 4 years of related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles, and coordination of major office activities. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OREXPERIENCE.
• Proven experience in administrative support roles, preferably in higher education or a complex organizational setting.
• Strong oral and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Teams, and Zoom.
• Experience managing calendars and coordinating meetings for senior leadership.
• Ability to handle confidential information with discretion and professionalism.
• Experience with financial reconciliation and transaction processing in systems such as SAP.

 

Preferred Qualifications

• Demonstrated success working in a hybrid environment (2–4 days remote).
• Familiarity with project management and survey tools such as Asana and Qualtrics.
• Excellent time management and organizational skills with the ability to prioritize tasks effectively.
• Strong attention to detail and problem-solving abilities.
• Experience coordinating events, including logistics, vendor management, and guest communications.

   

Be Bold.

 

As the Administrative Assistant, you will:

• Coordinate cross-organizational meetings and events, including scheduling participants, securing locations, arranging catering, managing AV needs, and taking meeting notes.
• Manage a complex calendar for the Chief of Staff, including scheduling meetings and preparing materials.
• Support special events such as holiday parties and annual retreats, including guest list management, invitations, RSVPs, gifts, thank-you notes, and vendor coordination.
• Process financial transactions including invoice payments, procurement card reconciliations, and SAP entries (e.g., AP Check Requests, J/Vs, Purchase Orders). Maintain electronic documentation and provide monthly variance reports.
• Track tasks and initiatives using project management tools to ensure timely completion and accountability.