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. Here at the American Heart Association, you matter and so does your career.

 

We’re hiring an Executive Assistant in Dallas, TX! The Executive Assistant is responsible for providing advanced administrative support to leadership including managing 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, completing logistics for meetings and work on projects as assigned.

 

This is an office-based position that offers a hybrid schedule. The office is in Irving, TX.

 

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 your responsibilities will include (but not limited to):

• Variety of administrative tasks for senior leaders including managing extremely active calendars of appointments; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries, and agendas; researching and compiling information and materials for meetings; managing incoming requests; preparing expense reports.
• Provide support in all aspects of board-related materials, such as correspondence, meeting materials, and reports. Responsible for taking and distributing meeting minutes. Communicates with and coordinates volunteers, vendors, caterers, service providers and other external contacts. Purchases plaques, gifts, recognition items related to leadership volunteers or sponsor groups.
• Serve as liaison with departments regarding Facilities; Human Resources, Business Technology and Finance and other Business Operations matters.
• Provide logistics and administrative meeting support, capturing action items and deliverables.
• Maintain financial records of donations, invoices, and monitors other financial matters as assigned and in compliance with established association procedures.
• Assist with special event management including invitations, planning, logistics, attendee lists, etc.
• Work independently and within a team on special nonrecurring and ongoing development projects. Acts as project manager for assigned development projects, which may include planning and coordinating meetings, presentations and disseminating information.
• Develop and recommends improvements to administrative practices and assists with communication policies.
• Comfortable working in a fast-paced, often time sensitive environment.
• Ability to take initiative, prioritize work and multi-task to meet deadlines.

 

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

 

• High School Diploma or Equivalent.
• 4 years of experience providing administrative support to development professionals with at least 1 year supporting senior/executive level management within a team.
• 3 years of experience in office practices and administrative procedures, preferably in a similar nonprofit organization.
• Intermediate proficiency with Microsoft Office Applications: Excel, Outlook, Word, PowerPoint, etc.
• Ability to work in a team environment and interact with all levels of staff, volunteers, and the public.
• Ability to conceptualize, solve problems, make sound decisions, and develop alternative solutions, as needed.
• Possess exceptional organizational skills, detail oriented and experienced in handling sensitive and confidential information.
• Excellent oral and verbal communication skills, and skilled in the creation of clear and concise reports, evaluations, and other narrative pieces.
• Ability to lift and/or move large objects (such as boxes) with the expectation that heavier items would be broken down into smaller components or requesting additional assistance may be required before lifting and/or moving.

Compensation & Benefits

The American Heart Association invests in its people. Here are the main