The American Heart Association (AHA) has an excellent opportunity for an Executive Assistant to the Chief Operating Officer and Executive Vice President in our National Center office located in Dallas, Texas
Under the supervision of the Director of COO Projects, this position is responsible for office management and administrative support within the Offices of the Chief Operating Officer and Executive Vice President for Strategy Integration. The Executive Assistant is the point person for executive scheduling, meeting support, travel coordination, document flow, financial management, and communication with other National Center departments and the field.
Areas of Responsibility:
- Provides administrative support to the Chief Operating Officer and Executive Vice President for Strategy Integration at our National Center. This includes:
- Manages executives’ schedules and travel arrangements, including day-to-day engagements and long-term planning.
- Manages logistics and provides support for frequent meetings and teleconferences. This includes scheduling, arranging onsite and offsite meeting locations, travel, catering, audio/visual, and other details.
- Manages document flow and review into, within, and out of executives’ offices.
- Drafts and sends business correspondence including letters and email communications.
- Assists in the creation, production, and maintenance of meeting materials and recurring reports (ex: agendas, financial reports, exhibits.
- Manages project timelines and deadline compliance, while effectively communicating project status and deliverables.
- Serves as the departmental manager for office space, supplies, and equipment, working in close coordination with Facilities and Business Technology.
- Serves as a key liaison between the National Center and the field, building strong relationships with volunteers and staff throughout the Association and serving as a key representative of the national executive team.
- Successfully manages competing demands and priorities, while maintaining the highest level of confidentiality.
Skills/Experience:
- Five to eight (5 to 8) years of related experience supporting executives and/or managing large administrative projects with know-how around prioritizing projects and meeting all deadlines.
- Intermediate to advanced knowledge of Microsoft Office and other programs and applications (MS Word, MS PowerPoint, MS Excel, Adobe Acrobat, SharePoint.
- Advanced knowledge of Microsoft Outlook.
- The ability to type at least 80 words per minute with minimal errors.
- Demonstrated ability to work independently and make day-to-day administrative decisions with minimal guidance.
- Experience in the ability to plan, prioritize, and coordinate multiple tasks to meet deadlines.
- Fluent in existing technology and comfortable embracing new technology.
- Strong customer and collaborative skills.
- Proven experience in the following areas:
- Coordinating executive-level meetings and projects.
- Planning and coordinating detailed travel itineraries, conference meeting schedules, and logistics.
- Written/verbal communication including writing agendas, memos, emails, business correspondence, and minutes – with accurate spelling, grammar, and punctuation.
- Performing extensive/detailed calendar management duties across multiple time zones.
- Ability to occasionally (up to 2-3 times per month) work slightly outside normal business hours in support of meetings and events.
- Reliable transportation to commute to local offsite meetings and assignments.
- Travel is not required at this time.
Job Function:
Organization Info
Listing Stats
Post Date:
Jul 28 2019
Active Until:
Aug 28 2019
Hiring Organization:
American Heart Association | American Stroke Association
industry:
Nonprofit