American Heart Association

Executive Assistant

Location US-MA-Waltham
Posted Date 3 weeks ago(5/10/2023 1:52 PM)
Requisition ID
Job Category
Position Type
Full Time


Now is the time to join us and make a difference. Be a relentless force for a world of longer, healthier lives.  Here at the American Heart Association, you matter and so does your career.


The American Heart Association has a great opportunity for an experienced Executive Assistant with our Advocacy Team’ Voices for Healthy Kids initiative. Supporting the National Vice President - Executive Director of Voices for Healthy Kids, the Executive Assistant will provide meeting management, scheduling, correspondence, coordination, and documentation, and maintain relationships with key volunteers, funders, and collaborating organizations.  


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 training and support locally and through our National Center.


#TheAHALife is our company culture, our way of life, reflecting our diversity and 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, Twitter, and at



  • Support Voices for Healthy Kids in operationalizing and practicing equity and inclusion.
  • Serve as a primary point of contact for VP Executive Director.
  • Maintain supervisors’ calendar of appointments and arrange internal department/staff meetings, working group meetings, and/or leadership meetings. Lead and provide on-site support for such meetings, including catering, AV, etc., as needed.
  • Prepare agenda and support materials for meetings. Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
  • Draft, proofread, and/or distribute reports, presentations, meeting agendas, meeting notes, etc.
  • Manage project timelines and deadline compliance, while effectively communicating project statuses and related information as required goals.
  • Manage expense reports.
  • Successfully complete multiple duties and projects while managing competing demands and priorities.
  • Utilize vendor and/or American Heart Association systems (e.g., E1, COI, Seibel, etc.) efficiently and competently to complete duties/projects.
  • Contribute to departmental goals by maintaining ongoing understanding of the department's culture, policies, and procedures.
  • Assist in planning Voices for Healthy Kids events, including the grantee Summits, staff meetings, policy-specific fly-ins, and key committees. Lead logistics and provide on-site support for such events.


  • Five (5) years of experience in business administration, office procedures, complex executive correspondence, and meeting coordination.
  • Excellent skills in written, oral and interpersonal communication, including business writing.
  • Advanced skills in one or more Microsoft Office application such as Word, PowerPoint, Excel along with the ability to train others on system usage.
  • Ability to work independently, prioritize work assignments, and meet deadlines.
  • Ability to work in a team environment and interact with industry, staff, volunteers, and public.
  • Ability to conceptualize, reason through problems, make effective decisions, and develop alternative solutions.
  • Strong customer service skills with ability to confidently represent the organization with internal and external stakeholders. 

Preferred Experience:

  • Bachelor’s degree in business, marketing, communications, or other related field is desired.
  • 5 years of experience supporting executives


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.  That’s 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 Association’s 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 Association’s 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, diversity, inclusion, and equal opportunity applies to both our workforce and the communities we serve as it relates to heart health and stroke prevention.

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

EOE/Protected Veterans/Persons with Disabilities



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