Executive Administrative Specialist - Office of the Chief Executive Officer

At Duke Health, we're driven by a commitment to compassionate care that changes the lives of patients, their loved ones, and the greater community. No matter where your talents lie, join us and discover how we can advance health together.

 

Work Location: onsite 

Position Summary

The Executive Administrative Specialist serves as a trusted member of the Executive Office, providing seamless administrative and operational support to the Office of the Chief Executive Officer. As the primary administrative support to the CEO, this role is responsible for managing complex calendars, coordinating travel and meetings, processing expenses, supporting executive events, and ensuring the efficient execution of day-to-day operations. The ideal candidate is highly organized, proactive, detail-oriented, and thrives in a fast-paced environment where discretion, professionalism, and exceptional follow-through are essential.

 

Key Responsibilities

Executive Office Operations

• Act as the CEO’s ambassador, living our DUHS values of teamwork, integrity, diversity, excellence, and safety every day.

• Treat all team members and external constituents with respect and professionalism at all times.

• Demonstrate the courage to challenge the norm, question direction, and recommend innovative solutions.

• Handle sensitive business and confidential information with absolute discretion, tact, and diplomacy.

• Coordinate executive-level meetings with internal and external stakeholders while optimizing the CEO’s complex calendar; use independent judgment to ensure time is aligned with priorities, key relationships, and leadership needs.

• Proactively anticipate needs, mitigate risks, and resolve issues.

• Act as a trusted gatekeeper for time, information, and communications, ensuring appropriate prioritization and response.

• Use sound judgment to keep the CEO’s office informed of any changes or issues that may impact daily activities or schedules.

• Triage incoming communication to the CEO and ensure appropriate follow-up occurs within the CEO’s office.

• Coordinate travel logistics and accommodations, including detailed itineraries, flights, lodging, and transportation, inclusive of DUHS Board of Directors meetings.

• Review, prepare, and submit expense reports, invoices, and purchase requests with minimal oversight, resolving discrepancies and escalating issues as needed to support uninterrupted operations.

• Support the planning and organization of internal events, off-site meetings, retreats, and conference travel for both small and large groups of executives, inclusive of the DUHS Board of Directors.

• Navigate company resources, build relationships, and interface with various departments on behalf of the CEO to collect information, respond to requests, and obtain services.

• Own assigned processes and administrative office projects end-to-end, including conducting research, synthesizing background materials, and organizing executive-level content (presentations, reports, briefing materials).

• Proactively drive timelines and outcomes while coordinating and influencing cross-functional teams and stakeholders at multiple leadership levels to ensure alignment, momentum, and successful outcomes.

• Independently manage and coordinate contracts, approvals, and related administrative workflows, exercising judgment to ensure compliance, timeliness, and appropriate routing.

• Partner with executive suites’ teams to ensure seamless daily operations of the suite, conference room management, and supply management.

• Act as a collaborative team player who works well with others and demonstrates a willingness to support teammates.

 

Board of Directors Logistics & Coordination

• Coordinate logistics for Board of Directors and committee meetings, including scheduling, room setup, materials distribution, and technology support.

• Partner with the DUHS Board Secretary to ensure timely preparation and delivery of board materials.

• Track board calendars, key milestones, and annual cycles (e.g., meetings, retreats, committee cadence).

• Support on-site execution of board meetings, inclu