The American Heart Association (AHA) has an excellent opportunity for a Administrative Associate in our Midwest Affiliate office located in Lincoln, NE. The Administrative Associate will be supporting the Senior Development Director, Development Director-Events and Government Relations Director and their events. Together this team seeks to help the AHA be “of the community” in their work with community organizations, employers and healthcare providers. Support staff for overall planning and implementation of the events as directed by the Directors, and support the leadership strategy, kickoff session/event and wrap around events. #LI-CS1
Areas of Responsibility:
- Participates in the planning and execution of the Leadership Team Meetings. Assist with set-up and logistics of meetings and events, including but not limited to scheduling, invites, registration, travel and hotel arrangements, ordering food and supplies/materials, preparing supplies/materials, and organizing other American Heart Association volunteers/staff at events, meetings, and conferences as appropriate. May include note-taking. May serve as an American Heart Association representative at events, meetings, and conferences.
- Develop, input, and maintain information in appropriate computer software programs, including but not limited to SharePoint, Microsoft Office, Greater Giving, Convio, and E1, to include data reporting and spreadsheets.
- Perform general accounting/bookkeeping processes for billings, check requests, expense reports, income reporting, and other applicable financial transactions. Keep current with the Affiliate budget numbers.
- Establish and maintain superior customer service relations with customers, vendors and volunteers by providing professional and friendly assistance within best practice guidelines, with proactive resolution of issues or needs.
- Process invoices / expenses. Keep current with the Affiliate budget numbers and accounting practices and is responsible for coding external billings, check requests and other Finance activities as directed.
- Maintain an orderly filing system for correspondences, minutes and other documents. Enter and maintain accurate date in software. Process reports and send to appropriate staff in a timely manner.
- Develop and maintain sufficient inventory of department materials.
- Attend all meetings and training mandated or approved by supervisor.
- Utilize existing national and affiliate materials, products and recruitment tools.
- Perform receptionist/switchboard duties as scheduled in office rotation including directing and transferring calls, managing voicemail and greeting system, and greeting and directing visitors, set up conference calls and office meetings.
- Weekly knowledge of ongoing operations in assigned activities.
- Keep informed of current AHA-related news, and communicate with team members via communication tools provided within affiliate and national guidelines for use of these tools. Assist in keeping web site current by sending information about activities and events to appropriate point person.
- Willingness to accept other duties and responsibilities as assigned by supervisor.
Educational Background:
Must have earned a high school diploma or GED. College degree or some college a plus.
Skills/Experience:
- Minimum two years work experience in administrative or clerical, preferably with a voluntary health agency.
- Experience in event planning, organizing, consultation and event management preferred.
- Demonstrated knowledge of project management practices, techniques and trends.
- Demonstrated ability to work on multiple projects/events simultaneously while effectively prioritizing specific tasks.
- Must have at least intermediate knowledge and skill with Microsoft Office 2010 used for word processing, email, presentations, and spreadsheets. Advanced knowledge and skill with these programs preferred. These skills are subject to testing.
- Ability to objectively evaluate, make effective decisions and develop alternative solutions.
- Ability to work in a team environment and interact with all levels of American Heart Association staff, volunteers and the public. This includes ability and willingness to build and nurture relationships within and outside the American Heart Association. This also includes the ability to work cooperatively with others to leverage resources to achieve common goals.
- Ability to be diplomatic, self-motivated, resourceful, tactful and flexible.
- Knowledge of and skill in report preparation, proofreading and attention to detail.
- Ability to function independently with minimal supervision.
- Ability to acquire understanding and absorb new information rapidly.
- Proven background and willingness to work in an atmosphere requiring flexibility and change.
- Access to reliable transportation and ability to maintain valid driver’s license and auto insurance.
- Ability to transport materials and other supplies to and from meetings and events.
- Must pass background check.
- Must be at least 18 years old.
Compensation/Benefits:
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 and grow. And we do.
Job Function:
Organization Info
Listing Stats
Post Date:
Sep 18 2019
Active Until:
Oct 18 2019
Hiring Organization:
American Heart Association | American Stroke Association
industry:
Nonprofit