American Heart Association - Administration Jobs

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Job Information

American Heart Association Executive Assistant / Office Manager, Philadelphia 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.

We have an excellent opportunity for an Executive Assistant at our office located in downtown Philadelphia, PA (Suburban Station). This role will be reporting to our Philadelphia Executive Director/Development Senior Vice President, our Philadelphia Development Vice President our local c-suite volunteer board and will serve as the administrative office lead in Philadelphia.


Duties include but are not limited to:

  • Provides administrative, clerical and logistical support and excellent customer service for assigned staff and all aspects of fundraising and other special events, which includes year-round cultivation activities, day-of-event, meeting support, volunteer management, placing phone calls and e-mails to current or potential partners.

  • General office management to create a safe, functioning and friendly work environment that supports the needs of all employees and volunteers. Includes serving as administrative lead for answering phones, welcoming visitors, mail duties, supplies, etc.

  • Utliizes appropriate e-tools for donor research, reporting and ensuring proper documentation.

  • Inputs and monitors budget, expense management, accounts receivable/payable.

  • Oversees and strictly follows all guidelines for cash and contribution handling.

  • Prepares routine business correspondence utilizing writing, editing and word processing skills. Prepares specialized communications such as sponsorship packages, promotional flyers etc.

  • Coordinates and effectively manages and engages volunteers to participate in high-volume special event tasks. May be responsible for effective utilization of volunteer resources in other capacities such as auction item solicitation.

  • Meeting management including scheduling calendars, preparing meeting materials, presentations, scheduling meeting rooms, setting up technology, catering, taking meeting minutes, follow up, travel arrangements, etc.

  • Manages databases in accordance with established guidelines utilizing Microsoft Dynamics, SharePoint and other available tracking tools as required.


  • High school diploma required; 2+ year associates/college degree preferred

  • Minimum of 2 years of experience as an administrative/executive assistant or similar role

  • Strengths and experience in providing excellent and timely customer service

  • Solid computer skills with strong proficiency in MS Office (Word, Excel, Powerpoint, Outlook); Microsoft Dynamics or customer/sales databases (CRM) and SharePoint experience a plus

  • Excellent written and verbal communication skills with ability to proactively and effectively communicate with a diverse audience of internal and external customers and volunteers

  • Experience with special events helpful

  • Experience utilizing, engaging and training volunteers helpful

  • Experience and ability to thrive in a fast-paced, goal and deadline-driven professional environment

  • Ability to work independently and as part of a team effectively prioritizing and managing expectations of multiple stakeholders

  • Ability to build and maintain strong, positive and professional working relationships internally and externally

  • Abillity to attend occasional meetings and events after hours and on weekends

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 2019-4141

Job Family Group Business Operations

Job Category Administrative/Clerical

American Heart Association
Equal Opportunity Employer