Sr. Business Operations Coordinator

Overview

Since our founding in 1924, we've cut cardiovascular disease deaths in half, but there is still so much more to do. To overcome today’s biggest health challenges and accelerate this progress, we need passionate individuals like you. Join our movement, be part of the progress, and help ensure a healthier future for all. You matter, and so does the impact you can make with us.

 

The American Heart Association has an excellent opportunity for a Senior Business Operations Coordinator in Philadelphia! The Coordinator will be responsible for providing sophisticated administrative support to the market’s senior leader, the Region SVP, Sr. Executive Director, Development and Community Health. Administrative support includes handling meeting and travel calendar, planning travel, preparing documents for meetings with volunteers and sponsors, documenting financial activities, developing activity and informational reports, volunteer relationship management, writing newsletters and preparing correspondence, completing logistics for meetings and work on projects as assigned.

 

The Association offers many resources to help you maintain work-life harmonization through your changing needs and life situations. To help you be successful, you will have access to Heart U, our award-winning corporate university, as well as additional training and support, locally.

 

#TheAHALife is our company culture, our way of life, reflecting commitment to fostering an inclusive environment, our focus on work-life harmonization, and our Guiding Values. Discover why you will Be Seen. Be Heard. Be Valued at the American Heart Association by following us on LinkedIn, Instagram, Facebook, X (formerly Twitter), and at heart.jobs.

Responsibilities

Primary responsibilities include:

50% of time is Administrative Support:

• Provides advanced administrative support such as calendar management, preparation for meetings, tracking expenses, and travel coordination for field office leadership.
• Prepares confidential correspondence, writes newsletters and other external publications as needed, maintains files, and handles the office's clerical systems.
• Handle Board of Directors volunteer tracker and year-round data to satisfy the annual Gold Board Standard application.
• Runs donor, volunteer, and sponsor information; gathers, coordinates, and runs information and details (e.g., giving; committee/board involvement, etc.) on key volunteers and donors.
• Processes expenses, invoices, and supervises other financial matters as assigned and in compliance with established American Heart Association procedures.
• Plans and prepares weekly, periodic, and special reports. Gathers, tracks, and reports data (in requested format) on a variety of projects (e.g. quarterly challenges).
• Research and prep for donor meetings as needed.
• Acts as project manager for special projects, which may include planning and coordinating multiple presentations and disseminating information.
• Acts as the giving societies liaison handling and tracking major donors giving, renewals, special dates, and so forth working closely with field operations.
• Provide excellent customer service to both internal and external partners, resolving inquiries and concerns promptly and professionally.
• Runs local errands as necessary to support the business of the office, including but not limited to picking up materials, meals and bank runs.

20% of time is Meeting & Event Support:

• Coordinate and lead the implementation of special events hosted by the Region SVP, Sr. Executive Director, working closely with the development team and Mission Advancement.
• Handles logistics for internal and external meetings and conferences. Communicates with and coordinates vendors, caterers, service providers and other external contacts. Purchases plaques, gifts, and recognition items related to staff, leadership volunteer groups, and community collaborators.
• Collaborate with marketing and communications to prepare proposals and event collateral as needed.
• Aids with special event management including invitations, planning, logistics, attendee lists, event coordination, etc.
• Handles data entry for special events including donations, auction items and guest names.
• Works with Community Impact staff on logistics as needed.

10% of time is Facilities Management:

• Lead the cleanliness and integrity of the office space working closely with property management to ensure the office is always ready.
• Handle procurement for office supplies and equipment.
• Be the liaison with IT for staff regarding their workspace tools and connectivity