Office Manager / Administrative Associate - Chattanooga, TN
Tracking Code
8330-415
Job Description
Are you ready to join an organization where you can make an extraordinary impact everyday?
Imagine 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 day. Is it easy? No. Is it worthwhile? Absolutely.
This is satisfying and challenging work that makes a real difference in people's lives. We are where you can achieve professional growth with personal fulfillment. We are where you can connect people to making a lifesaving impact. We are where you can 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 is where you can make an extraordinary impact.
The American Heart Association (AHA) has an excellent opportunity for an Office Manager/Administrative Associate in our Chattanooga, TN office. Working under the direction of Vice President Chattanooga , this position is concerned with financial reporting and administration of the American Heart Association's field fundraising activities.
Major Responsibilities:
1, Serve as General Office Management
- Responsible for ensuring mail is opened with dual control and distributed promptly, sending daily UPS packaging.
- Order general office supplies oversee upkeep general AHA items such as Annual reports, office materials, and advised when materials are outdated.
- Is knowledgeable about project and general event information including logistic questions.
- Performs switchboard duties utilizing professional business etiquette, always courteous and helpful. For New Hires: assign phone extension; ensure desk area is tidy; provide keys. Responsible for receiving and returning staff equipment.
- Work with affiliate staff regarding any needs for major building repairs, office furniture, etc. which may include getting local bids and submitting to affiliate office.
- Ensure that management documents and performance documents are complete, accurate and submitted in a timely manner
- Manage General Office Mailbox.
2 . Serve as Affiliate Accounting Liaison for the Chattanooga office
- Ensure that all funds raised in support of the mission are able to be recorded and payments are received by due dates.
- Ensure Accuracy, Execution, Proficiency and Adherence to the latest policies and practices of the AHA as they related to the fiscal and event financials.
- Understand and communicate to local staff the process for sponsorship agreements, vendor contracts, vendor payments, and event reconciliation
- Track and submit expenses for all fundraising staff.
- Manage the field budget as well as overhead budget.
3. Serve as Executive Assistant to the Vice President
- Serve as the partner and representative of the Vice President.
- Assist with calendar management and setting appointments.
- Assist with Board of Directors; meeting management, providing minutes of meetings, tracking of board terms, etc.
- Make travel arrangements as needed.
- Prepare and send follow up letters/correspondence as assigned.
- Provide general administrative support as needed; act as resource while Vice President is in field, in special projects including research & report compilation, order event materials and other duties as requested.
Required Skills
- High School Diploma/GED required (Bachelor's Degree preferred) and two years significant office experience preferably with a non-profit or public service organization.
- Knowledge of principles and procedures of project management.
- Ability to plan work, organize and maintain workflow.
- Strong working knowledge of Word, Excel, Power Point and Outlook.
- Ability to work with people at all levels.
- Demonstrated ability to organize and plan.
- Ability to maintain effective interpersonal relationships.
- Ability to work under tight deadlines and help move projects forward.
- Ability to work outside standard hours as needed.
To apply: Go to www.heart.org to view this and other current openings. Candidates must apply on-line as the AHA's recruitment process does not include the utilization of faxed or hard copy resumes.
Attracting talented, committed employees means offering a competitive benefits package, ongoing professional development and training, and a diverse and inclusive environment in which to work
The American Heart Association will not discriminate against any employee or applicant for employment because of age, race, color, religion, sex, gender identity, national origin, disability, veterans’ status, sexual orientation, marital status or based on political or religious opinions or affiliations, membership or non-membership in employee organizations. #LI-KB1
Job Location
Chattanooga, Tennessee, United States
Position Type
Full-Time/Regular
Job Category: Administrative/Clerical
EOE Minorities/Females/Protected Veterans/Disabled