Executive Assistant to the Vice President, Philanthropy

Advocate Health; Winston-Salem (NC); On-site; USD 55,000 - 75,000; Full time

Job summary

Advocate Health seeks an Executive Assistant to support the Vice President of Philanthropy, with responsibilities spanning calendar management, travel coordination, and event planning. The role involves coordinating enterprise-wide philanthropy initiatives and collaborating with multiple foundations and leaders.

Ideal candidates will have strong organizational skills, discretion, and experience preparing materials and presenting information to senior leadership, while maintaining confidentiality

Qualifications

• Prefer at least two years of Executive Assistant experience.
• Proven ability to manage calendars, travel, and meetings with competing priorities.
• Strong written and verbal communication, and ability to interact with high-level leaders.

Responsibilities

• Provide executive-level administrative support (calendar, travel, events).
• Coordinate calendars, travel arrangements, and meeting logistics.
• Prepare materials, agendas, and follow-up actions for boards/committees.
• Act as liaison with leaders across foundations, service lines, and donors.
• Develop complex documents and presentations and handle confidential information.

Skills

Advanced time management

Discretion and confidentiality

Independent problem-solver

Verbal and written communication

Presentation skills

Education

High School Diploma

Tools

Microsoft Office

Job description

Required experience at the Executive Assistant level to support the Vice President of Atrium Health Wake Forest Baptist & Wake Forest School of Medicine & Academics Philanthropy. Beyond the demonstrated organization and prioritization skills needed for managing complex calendars; coordinating travel arrangements; and event planning; this job is so much more including duties for enterprise-wide initiatives in Philanthropy.

Experience Required:

Prefer at least two years of Executive Assistant experience.

Primary duties for Supporting Philanthropy:

• Optimize executive time by managing complex calendars, coordinating travel, schedule meetings, and handle competing priorities.
• Coordinate communications and activities across multiple foundations, service lines, academic leaders, physicians, volunteers, and donors.
• Support board and committee administration, including preparation of materials, agendas, and follow-up actions.
• Increase organizational efficiency by serving as a central coordination point for philanthropy leadership initiatives.
• Enable greater focus on revenue-generating activities, donor engagement, and strategic partnerships that directly advance fundraising outcomes.
• Provide operational continuity and executive-level project management for enterprise-wide philanthropy initiatives.

Major Responsibilities:

• Provides executive-level administrative support, including complex calendar management, travel, event coordination, and project support.
• Manages travel arrangements and expense reporting on executive’s behalf.
• Organizes all aspects of meetings, events, and travel, including (but not limited to) agenda preparation, site selection, and document development.
• Greets/meets with high-level visitors, representing the executive leader and serving as their liaison for organizational initiatives.
• Initiates communications with other leaders as they relate to operational, strategic, and substantive matters. Addresses administrative/operational inquiries, resolves problems, and prioritizes needs using in-depth knowledge of policies and procedures.
• Develops complex documents and correspondence independently or with executive input.
• Prepares special reports, independently conducting needed research, and compiling, analyzing, and summarizing information. May present this material/information to others.
• Establishes and maintains filing systems and confidential records. Operates and maintains office equipment; may order supplies as needed.
• Assists with departmental budget administration.
• Opens, reads, and prioritizes mail, composing and initiating return correspondence on behalf of the executive as appropriate.
• Serves as a resource for other administrative staff, answering questions and providing training.

Knowledge, Skills & Abilities Required:

• Advanced time management and prioritization.
• High degree of confidentiality and discretion.
• Independent problem-solver and demonstrated ability to take initiative.
• Strong written and verbal communication skills. Demonstrated ability to tactfully and effectively communicate with various individuals, including highly visible customers/leaders.
• Advanced proficiency in Microsoft Office (Excel, PowerPoint, Word).
• Ability to create and compile complex documents and presentations.
• Organizational ability and attention to detail.
• Effective presentation skills.

Education Required:

• High School Graduate

Physical Requirements and Working Conditions:

• Normal office environment; occasional lifting up to 20 lbs.
• Prolonged periods of sitting, standing, and keyboard use.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.