The American Heart Association (AHA) has an excellent opportunity for an Administrative Associate in our SouthWest Affiliate office supporting the Affiliate Consultant Team and Quality Systems Improvement (QSI) in Dallas, TX. Performs complex administrative support and technical program assistance work to remote staff who provide consultation to Affiliate development market teams. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work. Works under general supervision with moderate latitude for the use of initiative and independent judgment.
Areas of Responsibility:
- Develops, coordinates, and maintains record keeping and filing systems for their area of
- Ability to work on many projects and juggle multiple high priority projects at once while meeting agreed upon deadlines.
- Ability to work with multiple team members and their different needs for support.
- Responsible for logistics of QSI meetings with external customers including creating Eventbrite pages, getting RSVPs, creating agendas, creating/printing handouts, making nametags and signage, registration, catering, slideshows, coordinating speakers, awards and other logistics as needed.
- General meeting support for the team, which could include creating materials, coordinating virtual meeting logistics and printing packets as requested.
- Coordinate through Outlook for complex interviews/meetings.
- Monthly expense report submissions for multiple team members.
- Coordinate travel arrangements for multiple team members (including airfare, hotel, rental cars) as requested.
- Take notes/action items on team conference calls as requested.
- Assist in compiling and analyzing data.
- Assist in preparing reports.
- Keep track of new hires as they come on board and maintain/document an inventory of onboarding activity.
- Maintain/Create a master spreadsheet of fundraising events, dates, goals and staff that work with each event.
- Work with Affiliate Consultant Lead on Outlook distribution lists to update and maintain lists to reflect current staffing.
- Work with consultant team to maintain SharePoint resources.
- Assist in cultivation with field (i.e. put event dates on schedules, reminders to send notes, etc.).
- Other duties as assigned.
- Skill in properly handling confidential and sensitive information with tact and discretion.
- Proven ability in effectively managing multiple priorities involving multiple customers.
- Proven ability in working and making decisions quickly and independently with little to no direct supervision.
- May train others.
- Performs related work as assigned.
- Knowledge of office management principles and practices and administrative procedures, and promotion of programs.
- Skill in using standard computer software programs, including Word, PowerPoint, and Excel, as evidenced by formal course work, training, or previous work experience (Will be tested).
- Skill in composing logical, clear, and concise correspondence using appropriate grammar, spelling, and punctuation.
- Thorough knowledge of business letter writing format, style, and protocol.
- Skill in maintaining and organizing large amounts of data with precise attention to detail.
- Skill in applying quantitative/numeric/math skills to perform basic calculations such as averages, percentages and ratios.
- Skill in conducting basic research including gathering and assimilating information pertinent to assignments using the Internet and other resources.
- Skill in communicating with others to effectively carry out essential job functions.
- Skill in establishing and maintaining effective working relationships with all levels in the organization and outside contact with healthcare professionals, volunteers and the public.
- Skill in effectively interpreting programs and plans.
Educational Background:
High school diploma or GED equivalent required.
Skills/Experience:
- Must have at least 1 year related experience.
- Ability to lift 20lbs from ground to waist level with or without reasonable accommodation.
- Must have at least intermediate knowledge and skill with Microsoft Office 2013 used for word processing, email, presentations and Advanced knowledge and skill with these programs is preferred. These skills are subject to testing.
- Must be at least 18 years old.
Job Function:
Organization Info
Listing Stats
Post Date:
Feb 15 2019
Active Until:
Mar 16 2019
Hiring Organization:
American Heart Association | American Stroke Association
industry:
Nonprofit