The American Heart Association (AHA) has an excellent opportunity for an Administrative Associate, Active Events in our SouthWest Affiliate office in Dallas, TX. This position supports the Associate VP of Heart Walk and will help drive success for Heat Walk, Cycle Nation and Builders with Heart. The position will provide administrative, technical support and project management support. This position will work under general supervision with moderate latitude for the use of initiative and independent judgment.
- Ability to support the following events: Heart Walk, Cycle Nation and Builders with Heart with an understanding of overall revenue and expenses as well as reporting.
- Daily use of CRM systems like Dynamics, Luminate, E1 and Prism.
- Enhance process to better manage expenses, check request and invoices utilizing accurate coding and according to proper accounting procedures.
- Prepares, edits, and distributes written and verbal correspondence, including emails, letters and newsletters.
- Supports other Administrative Associates with the planning and execution of events pre, post and day of.
- Engages in learning opportunities to stay abreast of business priorities and technology.
- Effectively manages and completes projects in a timely and accurate manner with an established timeline and deliverables.
- Develops, coordinates, and maintains record keeping and filing systems.
- Responds to inquiries via email and returns phone messages.
- Coordinates meetings, trainings, conferences, and seminars.
- Compiles and analyzes data, makes calculations, and prepares reports.
- May train others.
- May oversee the work of others.
- Performs other duties as assigned by supervisor.
- Minimum of 2 years’ experience in office practices and administration, supporting multiple staff members.
- Ability to effectively communicate internally within the department and AHA as well as externally to donors, volunteers and partners to effectively carry out essential job functions.
- Ability to establish and maintain effective working relationships with all levels in the organization, as well as external stakeholders.
- Skills in effectively managing multiple priorities involving multiple customers is required.
- Meeting management and event management including set up, outlook invitations, copies, catering, logistics and meeting minutes experience is required.
- Experience in travel planning and expense entry/management.
- Handling confidential and sensitive information with tact and discretion is essential.
- Intermediate to excellent use in computer software programs including Word, Excel, Outlook and PowerPoint as evidenced by formal course work, training, or previous work. These skills are subject to testing
- Managing volunteers, volunteer stakeholder groups and distribution lists is preferred.
- Knowledge of business letter writing format, style, and protocol is required.
- Maintaining and organizing large amounts of data with precise attention to detail experience.
- Applying quantitative/numeric/math skills to perform basic calculations such as averages, percentages, and ratios.
- Conducting basic research, including gathering and assimilating information pertinent to assignments.
- Skill in conducting basic research including gathering and assimilating information pertinent to assignments using the Internet and other resources.
Like most we work hard, play hard and have some fun in between all that. Work hours are 8:30am - 5:00pm, M-F with a one-hour lunch (37.5-hour work week). Periodically, staff members may be asked to adjust the schedule for early or late meetings or events – still maintaining 37.5 hours per week.