Envision all Americans enjoying ideal cardiovascular health free of heart disease and stroke. At the American Heart Association and American Stroke Association, we get to work toward that goal every single day. Is it easy? No. Is it worthwhile? you bet!
This is satisfying work that makes a real difference in people's lives. You can achieve professional growth with personal fulfillment. You will connect with people and make a lifesaving impact. You will partner with individuals, schools, lawmakers, healthcare providers and others to ensure everyone has access to healthier lifestyle choices and proper healthcare.
The American Heart Association has an excellent opportunity for an Executive Assistant in Columbia, SC . The Executive Assistant will be responsible for providing advanced administrative support to the Executive Director and other directors in the Columbia, SC office. Support includes event logistics, managing finances, pulling reports, tracking and managing to budgets, 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 and occasionally managing meetings and calendar scheduling for the team.
- Supports AHA events through the coordination of event logistics to include kickoff meetings and day of events
- Maintains accurate record keeping, correspondence and mailings, and sponsorship management
- Maintains an adequate level of event material inventory
- Assists volunteers with event management system as requested
- Maintains a high level of customer service by responding to customer inquiries both internally and externally in a knowledgeable and timely manner regarding AHA related events
- Maintains event management system on a daily basis including entering in received donations within a 48-hour time period and utilizing the database to create mailings, emails and reports on a regular basis as requested
- Processes all event related data in event management system and ensure accurate record keeping and reconciliation
- Effectively and accurately creates and prepares correspondence and documentation in a timely manner
- Prepares confidential correspondence, maintains files, and manages the office and clerical systems.
- Manages donor, volunteer and sponsor information; gathers, coordinates, and manages information and details (e.g. giving; committee/board involvement; etc.) on key volunteers and donors
- Manages logistics for internal and external meetings and conferences. Communicates with and coordinates vendors, caterers, service providers and other external contacts. Purchases plaques, gifts, recognition items related to leadership volunteer groups
- Processes expenses, invoices, and monitors other financial matters as assigned and in compliance with established AHA procedures
- Provides assistance with special event management including invitations, planning, logistics, attendee lists, etc.
- Responsible for overall management of Columbia office, including contact person for property management company, reporting outages, communicating with co-workers of office maintenance, etc.
- Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, which may include: planning and coordinating multiple presentations and disseminating information.
- Plans and prepares weekly, periodic and special reports. Gathers, tracks, and reports data (in requested format) on a variety of regional projects (e.g. regional quarterly challenges.
- Assists in processing of incoming mail and ensures the integrity and security of donor information while adhering to the supports and ensures execution of National and regional policies, procedures, standards, best practices, benchmarks and guidelines.
- 1-3 years of experience in an administrative support role in similar environment, event coordinator role, or related field
- Experience preparing budget information, processing invoices, calculating expenses
- Intermediate proficiency with Microsoft Office Applications: Excel, Word, PowerPoint, etc.