American Heart Association

  • Executive Assistant

    Job Locations US-VA-Virginia Beach
    Posted Date 1 month ago(11/8/2018 5:09 PM)
    Requisition ID
    Job Family Group
    Business Operations
    Job Category
  • Overview

    Are you ready to join an organization where you can make an extraordinary impact every day?

    Imagine all Americans enjoying ideal cardiovascular health free of heart disease and stroke. At the American Heart Association and American Stroke Association, we get to work toward that goal every day. Is it easy? No. Is it worthwhile? Absolutely.

    This is satisfying and challenging work that makes a real difference in people's lives. We are where you can achieve professional growth with personal fulfillment. We are where you can connect people to making a lifesaving impact. We are where you can partner with individuals, schools, lawmakers, healthcare providers and others to ensure everyone has access to healthier lifestyle choices and proper healthcare. The American Heart Association is where you can make an extraordinary impact.

    The American Heart Association has an excellent opportunity for an Executive Assistant in our Virginia Beach, VA office.



    The Executive Assistant will be responsible for providing advanced administrative support to leadership including: managing meeting and travel calendar, planning travel, preparing documents for meetings with volunteers and sponsors, documenting financial activities, developing activity and informational reports, volunteer relationship management, completing logistics for meetings and work on projects as assigned.


    • Provides advanced administrative support such as calendar management, preparation for meetings, and travel coordination for field office leadership.
    • Prepares confidential correspondence, maintains files, and manages the office and clerical systems.
    • Manages donor, volunteer and sponsor information; gathers, coordinates, and manages information and details (e.g. giving; committee/board involvement; etc.) on key volunteers and donors
    • Manages logistics for internal and external meetings and conferences.  Communicates with and coordinates vendors, caterers, service providers and other external contacts.  Purchases plaques, gifts, recognition items related to leadership volunteer groups
    • Processes expenses, invoices, and monitors other financial matters as assigned and in compliance with established AHA procedures
    • Provides assistance with special event management including invitations, planning, logistics, attendee lists, etc.
    • Manages data entry for special events including donations, auction items and guest names
    • Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, which may include: planning and coordinating multiple presentations and disseminating information.
    • Plans and prepares weekly, periodic and special reports. Gathers, tracks and reports data (in requested format) on a variety of Affiliate projects (e.g. Affiliate quarterly challenges)




    • High School Diploma or Equivalent.
    • 2-4 years of experience providing administrative support to multiple managers or executive level management.
    • Intermediate proficiency with Microsoft Office Applications: Excel, Word, PowerPoint, etc.
    • 2 years of experience preparing budget information, processing invoices, calculating expenses#LI-AS1



    Click on “Apply for this job online” to submit your online application or “Log back in!” if you are a returning applicant. Only those candidates deemed most qualified by the hiring manager will be contacted to interview.


    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 with the American Heart Association

    Be sure to follow us on Twitter to see what it is like to work for the American Heart Association and why so many people enjoy #TheAHALife

    EOE Minorities/Females/Protected Veterans/Persons with Disabilities



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