American Heart Association is hiring: Executive Assistant in Chicago

**Overview**

As we celebrate our Centennial year, we invite you to join us in shaping the next century of impact. Be a relentless force for a world of longer, healthier lives as we remain devoted to a future of health and hope for everyone, everywhere. At the American Heart Association, your contribution matters, and so does your career.

The American Heart Association has an excellent opportunity for an **Executive Assistant** in our Mission Advancement department.

This position will work in a hybrid setting (in the office 1-3 days a week and as needed) in our **Dallas, TX or Chicago, IL** office.

The Association offers many resources to help you maintain work-life harmonization through your changing needs and life situations. To help you be successful, you will have access to Heart U, our award-winning corporate university, as well as additional training and support, locally.

#TheAHALife is our company culture, our way of life, reflecting our diversity, equity & inclusion, our focus on work-life harmonization and our Guiding Values. Discover why you will Be Seen. Be Heard. Be Valued at the American Heart Association by following us on LinkedIn, Instagram, Facebook, X (formerly Twitter), and at heart.jobs.

**Responsibilities**

Responsible for providing advanced administrative support to leadership, including handling meeting and travel calendars, planning travel, preparing documents for meetings with volunteers and sponsors, documenting financial activities, developing activity and informative reports, volunteer relationship management, completing logistics for meetings, and working on projects as assigned. Assists with secretarial/administrative support directly to executives (excluding the CEO), exercising confidentiality, tact, and diplomacy. Receives, screens, and directs incoming calls, visitors, mail, and email. Maintains files, records, calendars, and diaries; typically arranges business travel, coordinates meeting arrangements, and tracks expenses.

+ Supports general business operations by providing various administrative support activities as a generalist or in a combination of fields in the Administrative Services Function

+ With little moderate oversight, provides day-to-day administrative assistance in areas such as word processing, communications, data entry/tabulations, scheduling/logistics, research, and coordination of resources for an executive within the organization.

+ Controls access to the executive by screening and routing incoming calls and greeting visitors. Manages the executive's calendar, incorporating the executive's priorities and preferences. Can effectively identify situations that require immediate intervention by the executive. Coordinates the executive's travel, arranging for transportation and accommodations.

+ Prepares correspondence and conducts word-processing communication activities at the direction of the executive. May conduct formal proofreading. Assists with preparing presentation materials, including graphics, tables, or charts that illustrate the author's point of view or convey the most critical information. Arranges for printing and production of final materials. Ensures all written and produced material is error-free, leverages approved data sources and follows company brand standards.

+ Coordinates meeting logistics for executives. Coordinates meeting timing and location; arranges catering, audiovisual, and supply needs. Ensures attendees are informed of all logistics. Prepares any printed materials needed for meetings. Prepares agendas and takes and distributes meeting notes as requested.

+ Coordinate the flow of information in and out of the executive's office. Convey instructions on behalf of the executive to his/her direct reports. Directly follow up with the executive's direct reports to collect and compile requested information.

+ Assists with the expenses of the executive, generating bills, submitting expenses, and monitoring budget using financial databases or spreadsheets. Prepare basic tables and run basic tabulations of results.

+ Support other duties as required or assigned, which are reasonably within the scope and responsibility of the job level and family.

**Qualifications**

+ High School Diploma or equivalent work experience.

+ Three (3) years of related experience handling large administrative projects with the know-how around prioritizing the projects and meeting all deadlines.

+ Intermediate to advanced knowledge of Microsoft Office, including Word, Excel, and PowerPoint.

+ Proven experience with data entry and data updates experience.

+ Experience in planning, prioritizing, and coordinating multiple tasks to meet deadlines.

+ Excellent people management and customer service skills. Must have exemplary communication skills in writing and on the phone since they will engage with the Association's Sr. staff, volunteers, and board members.

+ Proven experience in the following areas:

+ Coordinating executive-level meetings and project coordination.

+ Planning and coordinating detailed travel itineraries conference meeting schedules, and ground transportation.

+ Written/verbal communication, including writing agendas, memos, emails, business correspondence, and minutes.

+ Calendar management.

+ Creating presentations.

+ Ability to travel up to 2% local and overnight.

**Compensation & Benefits**

The American Heart Association invests in its people. Here are the main components of our total rewards package. Visit Rewards & Benefits to see more details.

+ **Compensation** Our goal is to ensure you have a competitive base salary. Thats why we regularly review the market value of jobs and make adjustments, as needed.

+ **Performance and Recognition** You are rewarded for achieving success by merit increases and incentive programs, based on the type of position.

+ **Benefits** We offer a wide array of benefits including medical, dental, vision, disability, and life insurance, along with a robust retirement program that includes an employer match and automatic contribution. As a mark of our commitment to employee well-being, we also offer an employee assistance program, employee wellness program and telemedicine, and medical consultation.

+ **Professional Development ** You can join one of our many Employee Resource Groups (ERG) or be a mentor/mentee in our professional mentoring program. HeartU is the Associations national online university, with more than 100,000 resources designed to meet your needs and busy schedule.

+ **Work-Life Harmonization ** The Association offers Paid Time Off (PTO) at a minimum of 16 days per year for new employees. The number of days will increase based on seniority level. You will also have a total of 12 paid holidays off each year, which includes several days off at the end of the year.

+ **Tuition Assistance** - We support the career development of all employees. This program provides financial assistance to employees who wish to further their education and career in relation to their current duties and responsibilities, or for potential future positions in the organization.

The American Heart Associations 2024 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.

**At American Heart Association | American Stroke Association, our mission is to be a relentless force for a world of longer, healthier lives, regardless of race, ethnicity, gender, gender identity, religion, age, language, sexual orientation, national origin and physical or cognitive abilities. We're committed to ensuring our workforce, workplace culture and mission have a shared impact across a diverse set of backgrounds.**

**This position not a match with your skills?** Click here to see other opportunities.

In accordance with local and state laws where applicable, qualified applicants with arrest or conviction records will be considered for employment.

EOE/Protected Veterans/Persons with Disabilities

#AHAIND2, #LI-Hybrid

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**Posted Date** _1 month ago_ _(10/2/2024 2:11 PM)_

**_Requisition ID_** _2024-13971_

**_Job Category_** _Administrative Support_

**_Position Type_** _Full Time_