Executive Assistant
US-TX-Dallas
Careers (External)
Req #: 17443
Type: Full Time
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Overview: Since our founding in 1924, we've cut cardiovascular disease deaths in half, but there is still so much more to do. To overcome today's biggest health challenges and accelerate this progress, we need passionate individuals like you. Join our movement, be part of the progress, and help ensure a healthier future for all. You matter, and so does the impact you can make with us. The American Heart Association has an excellent opportunity for an Executive Assistant on the National Corporate Relations team. The Location for this position is remote. The Executive Assistant provides high-level administrative and operational support to three senior leaders: an Executive Vice President (EVP), Senior Vice President (SVP), and Vice President (VP). This role serves as a trusted partner, enabling leaders to operate at maximum effectiveness by managing complex schedules, driving coordination across priorities, and anticipating needs in a fast-paced, high-impact environment. The ideal candidate is proactive, highly organized, exercises sound judgment, and thrives in a dynamic environment requiring discretion, flexibility, and strong communication. The Association offers many resources to help you maintain work-life harmonization through your changing needs and life situations. To help you be successful, you will have access to Heart U, our award-winning corporate university, as well as additional training and support, locally. #TheAHALife is more than a company culture; it is our way of life. It embodies our commitment to work-life harmonization and is guided by our core values where our employees can thrive both personally and professionally. Discover why you will Be Seen. Be Heard. Be Valued at the American Heart Association by following us on LinkedIn, Instagram, Facebook, X, and at heart.jobs. Responsibilities: Executive Support & Calendar Management * Manage highly complex and dynamic calendars for three senior leaders, including prioritization, conflict resolution, and strategic alignment of time. * Coordinate internal and external meetings across multiple time zones and stakeholder groups. * Prepare leaders for meetings by ensuring materials, agendas, and briefing documents are organized and accessible. Strategic Coordination & Prioritization * Act as a gatekeeper and strategic partner to optimize leaders' time and focus. * Align competing priorities across EVP, SVP, and VP to ensure seamless execution and minimal disruption. * Anticipate needs, identify potential conflicts, and proactively resolve issues. Communication & Relationship Management * Serve as a primary point of contact for internal and external stakeholders. * Draft, review, and manage professional communications on behalf of executives. * Build strong relationships across teams to facilitate collaboration and information flow. Meeting Management * Prepare agendas, capture action items, and track follow-ups to ensure accountability. * Support logistics for large-scale meetings, including travel, materials, and stakeholder coordination. Travel Management * Coordinate complex domestic and international travel arrangements. Operational Support * Support special projects and cross-functional initiatives as assigned. * Maintain confidentiality of sensitive information and exercise discretion at all times. * Continuously identify opportunities to improve processes and increase efficiency. Qualifications: * Three (3) years of experience. 5-10+ years of experience supporting senior executives (VP level or above) is preferred. * High school diploma or equivalent. Bachelor's degree is preferred. * Proven ability to manage multiple high-level leaders simultaneously. * Exceptional organizational, time management, and prioritization skills. * Strong written and verbal communication skills. * High level of professionalism, discretion, and confidentiality. Preferred * Experience supporting C-suite or executive leadership teams. * Experience in a fast-paced, matrixed organization. * Proficiency in Microsoft Office Suite (Outlook, Teams, PowerPoint, Excel).
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