Administrative Assistant

• 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.

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