The American Heart Association (AHA) has an excellent opportunity for an Executive Assistant in our National Center office located in Dallas, Texas
Under the supervision of the director of Governance and OCEO Operations, this position is responsible for administrative support within the Office of the Chief Executive Officer. 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 senior volunteer leaders.
Responsible for developing and executing CEO projects, Board events, and appointments and related communications which includes organizing and facilitating high level volunteer and staff leadership meetings and special events, such as region Board visits, Past Officers Dinner, President’s Dinner and President’s/Chairman’s Reception. Responsible for collaborating with peers and senior leaders to clarify availability, identify participation, and negotiate schedules. Also, responsible for gathering multiple reports, summarizing and developing cohesive structure to keep Board and senior executives informed of key priorities and Association activities, events and engagement.
- Develops and coordinates special projects and events as advised and assigned by CEO, Officer(s) and volunteers.
- Establishes deliverables, timelines, schedules, and project/event activities.
- Develops agendas, records minutes, aligns schedules, prepares materials and presentations, and facilitates on-site support. Identifies documentation, presentations, reports and related materials required in support of meetings.
- Organizes and provides scheduling, travel arrangements, and itineraries for Officer(s), Volunteer Leaders, and executive staff.
- Acts as on-site administrator for key leaders and volunteers at AHA hosted conferences and meetings such as Scientific Sessions and the National Board of Directors and Committee Meetings.
- Monitors and processes invoices, expense reports, and other financial-related documents.
- Being primary administrative support for CEO when Senior Executive Assistant is out of the office
- Other duties as assigned
- Five (5) years of experience with executive level administrative responsibility
- Five (5) years of experience with project planning and management
- Must be able to travel up to 15%