American Heart Association

Administrative Associate

Location US-OK-Oklahoma City
Posted Date 4 weeks ago(3/23/2021 6:08 PM)
Requisition ID
Job Family Group
Business Operations
Job Category
Administrative Support


Are you ready to join an organization where you can be a relentless force for a world of longer, healthier lives?


Envision 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 single day. Is it easy? No. Is it worthwhile? you bet!


This is satisfying work that makes a real difference in people's lives. You can achieve professional growth with personal fulfillment. You will connect with people and make a lifesaving impact. You will 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 (AHA) has an excellent opportunity for an Administrative Associate (AA) supporting both the Executive Director and Go Red for Women campaign in our SouthWest Region office in Oklahoma City, OK. The AA performs complex administrative support and technical program assistance work. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work. Works under general supervision with moderate latitude for the use of initiative and independent judgment.

Essential Job Duties:

  • Coordinates volunteer meetings, trainings and projects as needed including writing meeting minutes, correspondence, logistics and follow-up.
  • May coordinate work between organizational units of the organization.
  • May assist in compiling and analyzing data, making calculations, and preparing reports. 
  • Develop, input, and maintain information in appropriate computer software programs, including but not limited to SharePoint, Microsoft Office, Greater Giving, Convio, Blackbaud and E1, to include data reporting.
  • 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. Participate in teleconferences and providing feedback about finance processes as applicable.
  • In partnership with Directors and management, coordinates the event logistics. This includes but is not limited to: upkeep on event websites, coordination of regular e-mails, ordering of signage, tents, tables, chairs, etc., design and ordering of event materials and supplies. Also includes assisting in event weekend set-up, volunteer management the day of event, event tear down. Will participate in regular planning meetings with internal and external logistics partners.
  • Establish and maintain superior customer service relations with sponsors, customers, volunteers and donors by providing professional and friendly assistance within best practice guidelines, with proactive resolution of issues or needs.
  • Maintains and processes reports and forwards them to appropriate staff. This includes summary, monthly reconciliation, and lockbox reports.
  • Develops, oversees and/or assists in the development of event brochures, invitations, flyers, newsletters and other materials as needed.
  • May train and oversee the work of others.
  • Knowledgeof office management principles and practices and administrative procedures, and promotion of programs.
  • Performs additional work as assigned.


Required Skills:

  • Skill in using standard computer software programs, including Word, PowerPoint, and Excel, as evidenced by formal course work, training, or previous work experience (Will be tested).
  • Able to compose logical, clear, and concise correspondence using appropriate grammar, spelling, and punctuation.
  • Ability to maintain and organize large amounts of data with precise attention to detail.
  • Able to apply quantitative/numeric/math skills to perform basic calculations such as averages, percentages and ratios.
  • Skill in conducting basic research including gathering and assimilating information pertinent to assignments using the Internet and other 
  • Able to communicate with others to effectively carry out essential job 
  • Skill in establishing and maintaining effective working relationships with all levels in the organization and outside contact with healthcare professionals, volunteers and the public. Skill in properly handling confidential and sensitive information with tact and 
  • Thorough knowledge of business letter writing format, style, and protocol.
  • Proven ability in working and making effective decisions quickly and independently with little to no direct supervision.
  • Skill in effectively interpreting programs and plans.  
  • High school diploma or GED equivalent
  • Must have at least 1 year related experience
  • Ability to lift 20lbs from ground to waist level with or without reasonable assistance
  • Must have at least intermediate knowledge and skill with Microsoft Office 2010 for word processing, email, presentations and advanced knowledge is preferred
  • Must be at least 18 years old

(Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)


Attracting hardworking, 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.


Our Rewards & Benefits package not only gives you the total benefits you want, but also goes above and beyond with creative programs to develop your skills – helping you grow and thrive at the American Heart Association. To help you be successful you will have access to our award-winning learning platform the Heart U as well as our sales training & relationship development program- Building Powerful Partnerships which received a 2017 Learning! 100 Award from Elearning! Media Group, and various other training and support mechanisms locally and through our National Center. This position is eligible for our full benefits and retirement packages, generous PTO accrual, paid holidays in addition to the week of December 25th off!


While we can only contact applicants, who are most qualified for the position, we do appreciate all applicants for their interest and effort in applying.


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.

Be sure to follow us on Twitter #TheAHALife

EOE/Protected Veterans/Persons with Disabilities


Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
Share on your newsfeed

Need help finding the right job?

We can recommend jobs specifically for you! Click here to get started.