American Heart Association - Administration Jobs

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Job Information

American Heart Association Executive Assistant in Glen Allen, Virginia


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 Glen Allen, VA office! The Executive Assistant will provide program support that helps ensure effective execution of American Heart Association events and health priorities in Richmond, including volunteer management and support, content creation, and event support.


To provide program support that helps ensure effective execution of American Heart Association events and health priorities in Richmond, including volunteer management and support, content creation, and event support. Support Richmond AHA staff and Board of Directors to help create a culture of wellness and impact internally as well, preparing documents for meetings with volunteers and sponsors, documenting financial activities, developing activity and informational reports and logistics for meetings.

Major Duties:

Richmond Health Strategies Staff Support

  • Develop and lead the Richmond volunteer network including:

  • act as liaison to office volunteers/interns

  • volunteer recruitment and outreach

  • management of e-newsletter/volunteer correspondence in Exact Target and Google Calendar

  • fulfillment of resources/materials requests

  • manage events/speaker requests including scheduling of volunteers and resources

  • Provide event and logistics support for MarCom and Community Impact meetings and events, to include Jazz/Stroke Night, Workplace Health Symposium, Richmond casting calls, Health Expos, and more.

Richmond Market Staff/Board Support

  • Support Richmond Board of Directors meetings and year-round engagement, including managing reporting for AHA Gold Standard Boards annual application and Top 25 Workplaces tracking.

  • Plan and execute Glen Allen office engagement and wellness activities, including holiday party, participation in icon days like Wear Red Day and Move More Month, birthday and anniversary recognition, etc.

  • 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

  • Provides assistance with special event management including invitations, planning, logistics, attendee lists, etc.

  • 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.

Database management, Administrative tasks.

  • Establish and maintain superior customer service relations with volunteers and donors by providing professional and friendly assistance within best practice guidelines, with proactive resolution of issues or needs.

  • Keep current with Affiliate accounting practices and is responsible for coding external billings, expense reports, and donations handling, check requests and other Finance activities as directed.

  • Uses Dynamics to track ambassador activities and pull tracking reports as assigned by Community Health.

  • Distribute Burrelles Luce and Cision media hits monthly to MAA Marketing team.

  • Supports the Richmond Health Strategies team and the Executive Director in ordering supplies, paying invoices, data entry and other administrative duties as needed.

  • Plan and support Health Strategies, Board of Directors and office meetings as appropriate.


Required Qualifications:

  • High School Diploma or Equivalent.

  • 2-4 years of experience providing administrative support to multiple managers or executive level management

  • Intermediate proficiency with Mircosoft Office Applications: Excel, Word, PowerPoint, Outlook, etc.

Preferred Qualifications:

  • Bachelor’s degree or equivalent professional/volunteer experience.

  • Ability to work in a team environment and interact with all levels of American Heart Association staff, volunteers and the public. This includes ability and willingness to build and nurture relationships within and outside the American Heart Association. This also includes the ability to work cooperatively with others to leverage resources to achieve common goals.

  • Ability to be diplomatic, self-motivated, resourceful, tactful and flexible.

  • Ability to acquire understanding and absorb new information rapidly.

  • Ability to comprehend and assist other staff in the operation of a computer data management system.

  • Knowledge of and skill in general office procedures, report preparation, proofreading and attention to detail.

  • Ability to learn new hardware or software applications.

  • Ability to read, understand, and use procedures, manuals, correspondence and general text.

  • Proven background and willingness to work in an atmosphere requiring flexibility and change.

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.

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

Requisition ID 2019-4110

Job Family Group Business Operations

Job Category Administrative/Clerical

American Heart Association
Equal Opportunity Employer