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Executive Assistant, Emerging Strategies

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American Heart Association

17d ago

  • Job
    Full-time
    Mid & Senior Level
  • People, HR & Administration
    Accounting & Tax
  • Dallas
  • 12d left

AI generated summary

  • You need a high school diploma, 3-8 years supporting executives, strong interpersonal skills, problem-solving ability, organizational skills, math proficiency, and proficiency in Microsoft 365 and Zoom.
  • You will manage scheduling, prepare meeting materials, process expenses, maintain records, handle correspondence, and support project timelines while ensuring confidentiality and compliance.

Requirements

  • High school diploma or GED equivalent required. College Degree preferred.
  • Three (3) years of experience supporting senior/executive level management. Five (5) to eight (8) years of experience is preferred.
  • Ability to 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 fast-paced team environment and interact with all levels of the organizations staff, volunteers and the public.
  • Ability to conceptualize, reason through problems, make effective decisions and develop alternative solutions.
  • Must have organizational skills, detail oriented and experience handling sensitive and confidential information.
  • Accounting experience and excellent math skills, including the ability to analyze numbers and to reconcile accounts.
  • Skilled in effective oral and written communications including conversing by telephone, business writing with clear and concise narrative reports, evaluations and other narrative pieces.
  • Must have knowledge and skills with Microsoft 365, Zoom webinar and meetings.

Responsibilities

  • Provides senior level administrative support to the National EVP, Emerging Strategies.
  • Maintains calendars, schedules conference calls, virtual and in-person meetings, for EVP with other National Center staff, volunteers, external stakeholders, etc. Makes logistical arrangements necessary for internal and external meetings, including virtual meetings. Works proactively to resolve scheduling conflicts for EVP.
  • Prepares and gathers support materials for EVP in preparation for meetings.
  • Processes expense reports and supports EVP department budget management.
  • Performs organized record keeping, including taking comprehensive meeting notes when requested. Runs PowerPoint presentations for in-person and virtual meetings. Prepares agendas and support materials for these meetings.
  • Prepares and processes EVP correspondences. Proofreads, distributes correspondence including emails, reports, presentations, memos, field communications, mailings, etc.
  • Manages project timelines with deadline compliance, while effectively communicating project statuses and related information as requested.
  • Maintains an orderly filing system for correspondence and other documents in the office and shared online files.
  • Maintains accurate and confidential information relevant to internal meetings, board meetings and events.
  • Successfully completes multiple duties and projects while managing competing demands and priorities.
  • Contributes to departmental goals by maintaining ongoing working knowledge of department's budget, policies, and procedures.
  • Utilize vendor and/or our systems (e.g. E1, SharePoint, One Drive, Outlook, etc.) efficiently and competently to complete duties/projects.

FAQs

What is the job title of the position?

The job title is Executive Assistant, Emerging Strategies.

Where is the position located?

The position is located in the National Center office in Dallas, TX.

Is this a remote position?

No, this position requires a hybrid schedule, working in-office 3 days per week.

What is the funding status of this position?

This is a grant-funded opportunity with current funding set to expire on June 30, 2025, with the possibility of extension.

What are the primary responsibilities of the Executive Assistant?

The primary responsibilities include providing senior level administrative support to the National EVP, managing calendars, scheduling meetings, preparing materials for meetings, processing expense reports, and maintaining organized records.

What qualifications are required for this position?

A high school diploma or GED is required, with a college degree preferred. Additionally, three years of experience supporting senior/executive level management is required, with five to eight years preferred.

What skills are essential for success in this role?

Essential skills include strong interpersonal skills, organizational skills, the ability to manage multiple projects, discretion, and confidentiality, along with proficiency in Microsoft 365 and Zoom.

Does the position offer professional development opportunities?

Yes, the position includes access to Heart U, the Association's online university, and options for tuition assistance to support further education and career development.

What benefits are offered to employees?

Benefits include medical, dental, vision, disability, life insurance, retirement programs with employer match, paid time off, and an employee wellness program.

How many paid holidays are provided each year?

Employees receive a total of 12 paid holidays off each year, in addition to at least 16 days of Paid Time Off (PTO) for new employees.

American Heart Association

To be a relentless force for a world of longer, healthier lives.

Science & Healthcare
Industry
1001-5000
Employees
1924
Founded Year

Mission & Purpose

Our mission : To be a relentless force for a world of longer, healthier lives. As the nation's oldest and largest voluntary health organization. Our purpose is to help Americans live heart healthy and prevent America's No. 1 and No. 5 killers, heart disease and stroke. We are advocates of good health and promoters of positive behaviors, nutritious eating habits and healthy lifestyles. We also fund cutting-edge research and professional education programs. We promise to have an extraordinary impact on your life by empowering you and your loved ones to save lives, live healthier and enjoy more peace of mind about cardiovascular health. 2024 Impact Goal: Every person deserves the opportunity for a full, healthy life. As champions for health equity, by 2024, the American Heart Association will advance cardiovascular health for all, including identifying and removing barriers to health care access and quality.