American Heart Association Administrative Associate, Community Health in Philadelphia, Pennsylvania


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 Great Rivers Affiliate (serving PA, OH, KY, DE and WV) of the American Heart Association (AHA) has an excellent opportunity for an Administrative Associate in our downtown Philadelphia office supporting our Community and Multicultural Health Initiatives team . Reporting to the Great Rivers Affiliate Community Health & Inclusion Vice President, this individual will provide administrative, project management and community event support to multiple team members. The Administrative Associate provides support to assigned staff, events, initiatives and the office overall in support of the AHA mission in an efficient, positive, proactive and customer-centric manner. This is a full time position at 37.5 hrs/week.


  • Serves as an effective AHA ambassador and customer service representative and resources through gaining knowledge about all relevant aspects of the business including, but not limited to, logistics for community health and multicultural events.

  • Effectively responds to internal and external inquiries within one business day, ensuring a professional and positive customer experience.

  • Manages a variety of projects in support of the team.

  • Manages calendar for assigned staff within agreed upon parameters including scheduling internal and external meetings, accepting, declining or negotiating meeting requests being mindful of required travel time and preparation. Schedules travel arrangements including but not limited to air, car, hotel with confirmations being placed on calendar for easy accessibility.

  • Manages meetings, internal and external, which includes preparation of meeting materials, room/venue reservations, catering, transportation arrangements, meeting invitations, operation of audio visual/videoconference equipment, taking meeting minutes and other needs, ultimately ensuring a positive participant experience.

  • Manages finances including payments and expenses through entering of timely and accurate invoice processing and expense reports for assigned staff and self, including company credit cards and mileage. Effectively utilizes our accounts payable/receivable/budget software.

  • Manages data and reporting utilizing Microsoft Dynamics, Excel and other data tools.

  • Manages designated portion of day-of-event logistics.

  • Serves as a member of the Philadelphia administrative team to cover mail, receptionist and other general office support as needed.

  • Creates presentations and documents for meetings utilizing PowerPoint, Microsoft Word and other technology tools.

  • Other duties as assigned.


  • Minimum two years' experience in an administrative role.

  • High school diploma or equivalent required, college experience or degree preferred.

  • Degree or experience in non-profit, public/community health desired.

  • Proven track record of completing administrative related tasks such as reviewing, responding to and typing letters, creating agendas and meeting packets, reviewing documents, manuals and other office correspondence.

  • A strong customer service focus and meticulous attention to detail

  • Advanced skills in MS Word, Excel, PowerPoint, Outlook, SharePoint, Publisher and Internet.

  • Advanced skills in managing electronic data and records, with accounts payable/receivable/budget data management preferred. Experience in Microsoft Dynamics a plus.

  • Ability to coordinate meetings including preparation of meeting packets, agendas, scheduling calendars, travel arrangements, catering and utilization of office technology including copiers, projectors, etc.

  • Excellent written and verbal communication skills with experience creating promotional materials and newsletters preferred.

  • Excellent organizational skills and ability to manage details effectively

  • Ability to meet firm deadlines and manage expectations of multiple stakeholders

  • High degree of initiative and follow through

  • Self-starter with capacity to work well as an individual contributor, take direction, and work as part of a team

  • Ability to remain calm and pleasant under pressure

  • Ability to work in a team environment and interact with all levels of AHA staff, volunteers and the public with strong levels of professionalism and emotional intelligence

  • Ability to travel occasionally, varying throughout the year locally, regionally and to AHA National Center in Dallas.

  • Ability to successfully pass a background check.

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 2018-3681

Job Family Group Business Operations

Job Category Administrative/Clerical