Our Austin Office has an excellent opportunity for an Administrative Associate. This position will work alongside five other Mid-Market support staff members and will be responsible for serving as a primary and dedicated resource to multiple remote-based Development directors. The directors are responsible for fundraising and implementing a local Heart Walk, Go Red for Women luncheon, Heart Ball, Workplace Health symposium, and other health-awareness events in communities throughout Texas and Colorado. The position serves to help local staff maximize fundraising and donor/volunteer relations, as well as facilitate the execution of high-quality events that meet both AHA standards and the vision of staff and local volunteers.
The position provides administrative and systems database support, as well as assisting with event logistics. Includes managing data in three databases, managing event prep and logistics on overlapping timelines, and customizing marketing materials for each event through AHA-provided templates. Position interfaces with both staff and external donors and volunteers regularly, so a customer-service mindset is a must.
Key responsibilities include detailed project/event management, customer service, administrative and clerical support, data management and reporting, basic graphic design, and event website management. Travel is required up to 12 times per year for 2- to 3-day stints to locations around Texas and Colorado, particularly in the months of February-May and September-November.
- Input and maintain high-quality, accurate data in 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.
- 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 AHA branding standards, and meet director and/or sponsor requirements.
- Assist directors and volunteers with the coordination and execution of event logistics, including monitoring overlapping event logistics timelines, coordinating with vendors, ordering supplies, pre-event setup at the venue, etc. to ensure a positive experience for all donors and participants.
- Manage check-in and checkout procedures in-person at 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.
- Must be able to occasionally lift 25 lbs.
- Must be able to travel 8-12 times per year, up to three nights per trip. (Schedule provided in advance; expenses covered.)
- Intermediate to advanced Microsoft Office skills (Word, PowerPoint and Excel). Will be tested.
- Attention to detail in all tasks, including but not limited to completeness and accuracy of data entry, clean-looking graphic designs, correct spelling and grammar in all communications, and ability to follow detailed directions.
- Able to provide excellent customer service while ensuring compliance with the American Heart Association’s policies and procedures.
- Able to communicate with emotional intelligence and empathy, build relationships, gain trust, and effectively work with Development directors, sponsors, donors, volunteers, and AHA staff partners.
- Effective project management including: work on multiple projects simultaneously following a set/recommended timeline; managing project details with limited supervision.
- Ability to work in a team environment (e.g., effective interpersonal and customer relations skills.
- Able to proactively and effectively communicate with diverse audiences across Texas.
- Office administration skills, including general clerical skills (e.g., basic computer knowledge, email etiquette, email organization, filing, typing, copying, telephone etiquette and office operations.
- 1-3 years’ experience managing multiple projects, large amounts of data, and consistently providing exceptional customer service while meeting tight deadlines.
- Bilingual preferred.