Administrative 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.

 

We are hiring an Administrative Assistant in our SouthWest region. The ideal candidate will live in Dallas or Austin, TX.

 

In this position, you will provide data entry and customer service support as part of our centralized processing team. You will be responsible for data entry of customer donor and donation information into customer databases such as Dynamics and Auction Pay. You will provide support in crafting donor receipts, running reports, and providing direct field support – such as Customer Service, training, and troubleshooting.

 

This position requires travel across the SouthWest region including Colorado, New Mexico, Oklahoma, and Texas.

 

This position will work alongside five other support staff members and will be responsible for serving as a primary and dedicated resource to multiple remote-based fundraising directors whose main responsibilities is to raise funds to support the mission of the Association through local events such as our Signature Heart Walk, Go Red for Women Luncheon, and Heart Ball events.

 

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

Some of the responsibilities include:

• Editing and updating mailing lists and other contacts lists as appropriate.
• Input and maintain high-quality, accurate data in all systems including Blackbaud Luminate, Greater Giving, and Microsoft Dynamics. Data includes information regarding prospective and existing donors, event participants, financial transactions, auction items, and more.
• Work with Region’s Communications and Graphics partners to create and update custom materials for event promotion (e.g. flyers, programs, signage, etc.) and sponsor/volunteer engagement (e.g. Heart Walk participant resources, sponsorship proposals, etc.). Coordinate printing and mailing of all materials. Materials must appear professional, adhere to branding standards, and meet director and/or sponsor requirements.
• Assist directors and volunteers with the coordination and execution of digital/in-person event logistics, including monitoring overlapping event logistics timelines, coordinating with vendors, partners within the region, ordering supplies, pre-event setup digitally or at the venue, etc. to ensure a positive experience for all donors and participants.
• Manage digital RSVPs, check-in and checkout procedures (For in-person, local events, including training of volunteers, processing all financial transactions, and handling cash. Compose and send donor acknowledgments. Assist directors in collecting any unpaid funds pledged by donors.
• Assist with Accounts Receivable and Accounts Payable tasks as needed, such as processing cash/check payments, sponsorship agreements, and vendor invoices.
• Maintain event websites.
• Help directors with miscellaneous administrative or clerical needs, such as compiling reports and presentations for strategy meetings, reserving travel, etc.

 

Want to move your resume to the top so that you can become a “Relentless force for a world of longer, healthier lives?” Here are some of the requirements:

Qualifications

• Office administration skills, including general clerical skills (e.g., basic computer knowledge, email etiquette, email organization, filing, typing, copying, telephone etiquette and office operations).
• Ability to travel 8-10 times per year within the SouthWest region states (travel expenses paid for by The Association).
• Knowledge and understanding of Windows operating system.
• Ability to quickly learn new and sophisticated software - experience with Greater Giving or similar nonprofit fundraising software preferred.
• Ability to focus on a detailed, potentially tedious, task for several hours while ensuring quality and accuracy.
• Ability to follow detailed directions.
• Dedication to complete entry o