Business Operations Coordinator

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 a Business Operations Coordinator.  This office-based position is located Glen Allen, VA (typically 3-days in office, 2 days home office weekly).  This position is responsible for duties associated with supporting the Office of the Executive Vice President (OEVP).  Duties include administrative support, project management, collaboration with business operations, and a variety of other meaningful tasks that advance our mission.  Non-exempt hourly position with a 37.5-hour work week.

 

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

Essential Job Duties:

• Prepares confidential correspondence, maintains files, and handles tracking systems as appropriate.
• Schedules and handles logistics for internal and external meetings. Communicates with and coordinates volunteers, vendors, caterers, service providers and other external contacts. 
• Gathers, tracks, and maintains donor, volunteer, and sponsor information; monitors and updates information and details (e.g., giving; committee/board involvement; etc.) on key volunteers and donors.
• Crafts compelling and easy to understand visuals to be used in presentations or communications to volunteers and staff.
• Attends various meetings to record meeting minutes, prepares meeting minutes for review by volunteers and senior leaders post-meeting.
• Assists in the development of materials packets for board, Senior Management and Regional Management Team meetings.
• Processes expense reports in compliance with established American Heart Association procedures, ensures budget compliance.
• Provides travel coordination and calendar management for senior leadership and volunteers as needed.
• Aids with special event management including invitations, planning, logistics, creating attendee lists, tracking RSVPs, etc.
• Works independently and within a team on special nonrecurring and ongoing projects.
• Acts as project coordinator for assigned projects, which may include updating reports, planning, and coordinating meetings, presentations and disseminating information.
• Assists the business operations team in Glen Allen with mail and revenue processing.
• Develops and recommends improvements to administrative practices and assists with communication of policies.

Qualifications

Want to help get your resume to the top?   Take a look at the experience we require:  

• University/College degree or equivalent experience preferred.
• At least one year’s experience in administrative work, project coordination and/or event management systems with strong attention to detail.
• Experience in event planning, organizing, consultation and event management preferred.  Proficient in using web conferencing software (Zoom, Microsoft Teams, Event.Gives etc.)
• Demonstrated ability to work on multiple tasks concurrently.
• Must have intermediate skills in PowerPoint, Word, and Excel.  Advanced knowledge and skill with these programs is preferred. These skills are subject to testing.
• Ability to objectively evaluate, make effective decisions and develop alternative solutions.
• Ability to work in a team environment and interact with all levels of American Heart Association staff, volunteers, and the public. This includes ability and willingness to build and cultivate relationships within and outside the American Heart Association.
• Ability to be respectful, self-motivated, resourceful, detailed, and thoughtful.
• Willingness to work in an atmosphere requiring flexibility and change. Validated ability to respond quickly to changing ideas, responsibilities, expectations, strategies, and other processes at work.
• Knowledge of and skill in report preparation, proofreading and