Executive Assistant

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 a great opportunity for a highly organized, proactive, and detail-oriented Executive Assistant with our National Development Team in our Dallas, TX office. This position will work a hybrid schedule (in office 3 days a week). Supporting the National Associate Executive Vice President, the Executive Assistant is crucial in ensuring seamless operations, effective communication, and strategic calendar and meeting management.  The ideal candidate will be a problem solver, excellent communicator, and able to anticipate needs before they arise.

 

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

Strategic Support & Proactive Assistance

• Anticipate executive needs and proactively manage priorities, deadlines, and action items.
• Ensure the executive is well-prepared for meetings, providing briefings, agendas, and follow-ups.
• Take ownership of administrative tasks, streamlining processes to increase efficiency.

 

Calendar, Travel & Meeting Management

• Manage complex scheduling and coordinate meetings across multiple stakeholders.
• Handle travel arrangements, including flights, accommodations, and itineraries.
• Attend key meetings, capture action items, and ensure timely follow-through.

 

Communication & Relationship Management

• Serve as a liaison between the executive and internal/external stakeholders.
• Draft and manage business correspondence including letters, email communications, meeting agendas, support materials, summaries/minutes and presentations.
• Assist executive in preparing and submitting national updates by reviewing and summarizing monthly department reports.
• Maintain confidentiality and handle sensitive information with discretion.

 

Event Planning & Coordination

• Support planning and execution of senior leadership meetings, national and regional AEVP meetings, SVP pods and special events.
• Coordinate logistics, materials, and follow-up to ensure successful outcomes.
• Work cross-functionally to manage event details and deliver seamless experiences.

Qualifications

 

• High School Diploma or equivalent.
• Three (3) years of experience in business administration, office procedures, sophisticated executive correspondence, and meeting coordination.
• Excellent skills in written, oral and interpersonal communication, including business writing.
• Advanced skills in Microsoft Office applications including Word, PowerPoint, and Excel.
• Ability to work independently, prioritize work assignments, and meet deadlines.
• Ability to work in a team environment and interact with industry, staff, volunteers, and public.
• Ability to conceptualize, reason through problems, make effective decisions, and develop alternative solutions.
• Accounting experience and excellent math skills, including the ability to analyze numbers and to reconcile accounts.

 

Preferred Experience:

• Bachelor’s degree in business, marketing, communications, or other related field is desired.
• 5 years of experience supporting executives

 

 

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 R