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Assistant Vice President, Executive Office

Charlotte, NC, United States
Job ID: 28300
Job Family: Executives
Status: Full Time
Shift: Day
Shift Details: Regular
Department Name: 21051017242301-Recruitment
Location: Charlotte - 2709 Water Ridge Pkwy


Job Summary

Ensures operational efficiency and effectiveness within the Executive Office, which supports the President and CEO in communications, board meetings and events and other delegated initiatives designed to achieve Atrium Health’s vision and strategic priorities.  Serves as a trusted adviser to the System Chief of Staff and assists with managing executive leadership projects, meetings and events. 

Oversees coordination and management of Enterprise Board Network including: all Board meetings, communications and deliverables, including planning, strategy, logistics and communications. Works together with the System Chief of Staff and Corporate Communications on CEO communications.

Oversees Executive Office graphic design including all Board and CEO presentations and communications, as well as key strategic leadership and governance communications.  Supports business development and partnership team by overseeing design of proposal and presentation materials. 

Manages and collaborates with multiple teams with the overall goal of furthering organizational priorities and messages with our teammates and externally.

Must be creative and enjoy working within a fast paced, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will be an exceptional team player and will have the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative, and organizational skills; and the ability to maintain a balance among multiple competing priorities. Will need to have the ability to work independently as a leader and/or in collaboration with others and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with utmost discretion.

This position reports directly to the Enterprise EVP, Chief Integration Officer and System Chief of Staff.  It supervises Director and Board Administrator, Executive Office and Director, Executive Office Graphic Design.


Essential Functions

  • Executive Office Management
    • Executive Office Graphic Design:  Leads and manages enterprise-level graphic design for key executive, financial, partnership and thought leadership meetings and engagements. (Director, Executive Office Graphic Design reports to this position)
    • Executive Office Board Administration: Works with System Chief of Staff and Director & Board Administrator to help oversee all governance administration activities (Director & Board Administrator, Executive Office reports to this position)
    • Executive Calendar Alignment: Responsible for daily, weekly and ongoing review of CEO’s calendar to ensure the effective management and operating rhythm of ongoing engagements and programs, outside of speaking engagements.
    • System Chief of Staff Support: Acts as on-the-ground support for System Chief of Staff and CEO at select engagements, bridging needs and deliverables with senior leaders
  • Executive Leadership Communications
    • Works directly with Executive Communications on communications for upcoming CEO projects, initiatives, and events
    • Researches, writes, edits and/or coordinates preparation of special reports, briefings and presentations; conceives, crafts and edits messages, letters and other communications on behalf of System Chief of Staff.
    • Manages top-tier enterprise communications and resources, PowerPoints, reference guides and collateral
  • Executive Leadership Meetings and Events
    • Leadership Meetings: Works with System Chief of Staff and Chief People and Culture Officer to develop the strategy for executive leadership meetings, meeting cadence and deliverables.  Manages meeting and event logistics including scheduling, agendas, presentations, venues, AV support, catering, etc
    • Visiting Executives / Home and Away Engagements: Manages all meeting and event logistics and deliverables for visiting executives who are guests of the Executive Office
  • Executive Leadership Project Management and Coordination
    • Manages high-priority projects, at the request of the System Chief of Staff, that are designed to achieve Atrium Health’s mission and strategic vision
    • Builds and maintains successful working relationships and coordinates with a wide range of offices, staff, and stakeholders, internal and external to the system.
    • Works across teams, managing by influence to coordinate key projects, communications, and various team needs, handling confidential and time sensitive materials
    • Gathers, investigates, researches, and analyzes information affecting system-wide operations; participates in planning, policy development and problem resolution.
    • Anticipates, identifies, and troubleshoots issues of concern or significance; exercises discretion to provide timely information and necessary updates across multiple stakeholders.
  • Diligent Board Portal
    • Leads and manages Diligent Board Portal.


Physical Requirements

Works primarily in office environment. Occasional evening and weekend work. Position requires walking around campus and/or other facilities. Must be able to drive and have access/use of a personal vehicle. Requires reading materials, speaking clearly on the telephone, and operating computer keyboard. Occasional lifting of documents or supplies.


Education, Experience and Certifications

Bachelor’s degree required. Significant experience leading major marketing efforts for complex healthcare organizations required. Management experience in a healthcare marketing setting required.


Patient Population Served

Demonstrates knowledge of the principles of growth and development and demonstrates the skills and competency appropriate to the ages, culture, developmental stages, and special needs of the patient population served.


Protected Health Information

  • Will limit access to protected health information (PHI) to the information reasonably necessary to do the job.
  • Will share information only on a need-to-know basis for work purposes.
  • Access to verbal, written and electronic PHI for this job as been determined based on job level and job responsibility within the organization. Computerized access to PHI for this job has been determined as described above and is controlled via user ID and password.


Machines, Tools, and Equipment

Must be familiar and comfortable working on the computer. Must be able to use Microsoft Word quickly and comfortably. Knowledge of PowerPoint a plus.