The American Heart Association (AHA) has an excellent opportunity for an Administrative Assistant in our SouthWest Affiliate office in Houston, TX. The primary responsibilities of this role includes providing senior level support to the Executive Director & Deputy Executive Director, executing complex administrative support/technical program assistance work. The successful candidate will have a high level of analytical ability, multi-tasked manner of thinking, self-motivated and directed, and possess excellent administrative skills. He or she will have integrity, high motivation, proven ability to produce results in a highly deadline-oriented environment and creativity that will invigorate the AHA’s annual business plan. The Administrative Assistant works under minimal supervision with considerable latitude for the use of initiative and independent judgment.
- Provides administrative support to the Executive Director & Deputy Executive Director.
- Maintains calendars, schedules meetings and makes logistical arrangements necessary for internal and external meetings.
- Manages and maintains donor contact information lists and communicates regularly with donors.
- Works with Executive Director & Deputy Executive Director to ensure timely stewardship and follow up needs are met for key donors, board members and committee members.
- Maintains an orderly filing system for correspondence and other documents.
- Maintains accurate information relevant to internal meetings, committee meetings and events.
- Working 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.
- Coordinates Board and key monthly committee meetings.
- Maintains board contact information lists and manages communication between board and Executive Director & Deputy Executive Director.
- Lead research efforts and identification of potential new donors and funding opportunities.
- Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
- Performs desktop publishing and creates and develops visual presentations and proposals.
- Acts as a liaison with other departments.
- Types and designs general correspondence, memos, charts, tables, graphs, spreadsheets, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
- Handles confidential information.
- Other duties as assigned by supervisor.
Want to help get your resume to the top? Take a look at the experience we require:
- 2 + years of related experience is required. 1 year supporting senior/executive level management is preferred.
- Proven ability in working and making decisions quickly and independently with little to no direct supervision.
- Extremely strong interpersonal skills, particularly regarding the judgment, discretion, confidentiality, patience, and understanding necessary for dealing effectively with a diverse body of volunteers, donors, and professional colleagues; independence; and a strong team orientation toward both with internal and external constituencies
- Ability to work in a team environment and interact with all levels of AHA staff, volunteers and the public.
- Ability to conceptualize, reason through problems, make effective decisions and develop alternative solutions.
- Proven organizational skills, detail oriented and experience handling sensitive and confidential information.
- Skilled in effective oral and written communications including conversing by telephone, business writing with clear and concise narrative reports, evaluations and other narrative pieces.
- Ability to lift 20lbs from ground to waist level with or without reasonable accommodation.
- Must have advanced knowledge and skill with Microsoft Office 2010 used for word processing, email, presentations and spreadsheets. Advanced knowledge and skill with these programs is preferred. These skills are subject to testing.