Executive Assistant

Overview

As we celebrate our Centennial year, we invite you to join us in shaping the next century of impact. Be a relentless force for a world of longer, healthier lives as we remain devoted to a future of health and hope for everyone, everywhere. At the American Heart Association, your contribution matters, and so does your career.

 

The American Heart Association has an excellent opportunity for an Executive Assistant in our Ventures Department.

 

This position can be home-based.

 

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 our diversity, equity & inclusion, 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

Under the direction of the Managing Partner, this key role will provide administrative support and assist in the scheduling and preparation of travel, meetings and teleconferences as well as handle projects and tasks in support of the Ventures team (multiple executives).  Some of the meaningful responsibilities include:

• Provides administrative support on a daily basis
• Coordinates day-to-day calendar management and oversees all travel arrangements.
• Manages logistics and provides onsite support for a variety of internal meetings and teleconferences. This includes arranging meeting locations, air travel, ground transportation, catering, A/V, and other details.
• Drafts business correspondence including letters, email communications, meeting minutes, and presentations.
• Assists in the creation, production, and maintenance of meeting materials and recurring reports.
• Assists in the monitoring of department budgets including expense management.
• Builds strong relationships with staff in the field and national center as key representative of Association's Venture team. 
• E1 expense management for the team.
• Knowledge of interacting with senior leaders, volunteers and board members.

 

Qualifications

• Five to eight (5 to 8) years of related experience managing large administrative projects with the know-how around prioritizing the projects and meeting all deadlines.
• Proven experience in supporting at least two VP or higher in a similar role.
• Intermediate to advanced knowledge of the Microsoft Office including Word, Excel, and PowerPoint. 
• The ability to type at least 80 words per minute with minimal errors.
• Experience in the ability to plan, prioritize, and coordinate multiple tasks to meet deadlines.
• Excellent people management and customer service skills. Must have exemplary communication skills in writing and on the phone since they will engage with Association's Sr. staff, volunteers and board members.
• Proven experience in the following areas:
  • Coordinating executive level meetings and project coordination
  • Planning and coordinating detailed travel itineraries and conference meeting schedules, and ground transportation.
  • Written/verbal communication including writing agendas, memos, emails, business correspondence, and minutes.
  • Calendar management.
  • Creating presentations.

 

Compensation & Benefits

The American Heart Association invests in its people. Here are the main components of our total rewards package.  Visit Rewards & Benefits to see more details.

 

• Compensation – Our goal is to ensure you have a competitive base salary.  That’s why we regularly review the market value of jobs and make adjustments, as needed.
• Performance and Recognition – You are rewarded for achieving success by merit increases, based on the type of position.  
• Benefits – We offer a wide array of benefits including medical, dental, vision, disability, and life insurance, along with a robust retirement program that includes an employer match and automatic contribution.  As a mark of our commitment to employee well-being, we also offer an employee assistance program, employee wellness program and telemedicine, and medical consultation.
• Professional Development – You can join one of our many Employee Resource Groups (ERG) or be a mentor/mentee in our professional mentoring program.  HeartU is the Association’s national online university, with