Executive Assistant
US-TX-Irving
Careers (External)
Req #: 16096
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. We're hiring an Executive Assistant in the central Dallas area who will provide senior-level support to the Executive Vice President (EVP) of the Southwest region. This is an office-based position in Irving, TX, with the flexibility to work from other locations for meetings, events, etc. The successful candidate will have a high level of analytical ability, multitasking ability, self-motivation and direction, and excellent administrative skills. They will also have integrity, high motivation, a proven ability to produce results in a highly deadline-oriented environment, and creativity that will invigorate The Association's annual business plan. The Executive Assistant works under minimal supervision with considerable latitude for the use of initiative and independent judgment. 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: Some of the responsibilities include: * Provides administrative support to the Executive Vice President (EVP) of the Southwest region. * Manages EVP correspondence, including managing the EVP inbox, drafting correspondence for internal and external communication, and ensuring responses are appropriate and timely. Sends staff, volunteer, and donor notes, both email and handwritten, for recognition, birthdays, and anniversaries as requested. * Maintains calendars, schedules, including virtual and in-person meetings, confirms meetings, and prepares logistical arrangements necessary for internal and external meetings, including travel. Processes expense reports on a timely basis and within policy guidelines. * Provides on-site support to the EVP at meetings and events as necessary, including some travel to board meetings. * Works closely with senior leadership, including the Associate Executive Vice President, within the region and the National Center to support the EVP's strategic priorities. This includes, but is not limited to, ensuring project plans are in place, regular updates are scheduled, and deliverables and timelines are met. * Ensures EVP has all prep materials for internal and external meetings and is equipped with all the information needed to be effective. * Works independently and within a team on special projects. Acts as project manager for special projects as assigned. * Schedules and coordinates logistics for meetings, travel, conferences, and all-staff activities for EVP and other staff members, as assigned. * Provides support in all areas, both professional and personal, to enable the EVP to focus on the Association priorities and drive results. * Handles highly confidential information with integrity and discretion. * Maintains an orderly and intuitive system for correspondence and other documents. Qualifications: * High school diploma or equivalent required. * 3 years of experience providing administrative support to multiple managers. 5-7 years of experience preferred. * 3 years of experience supporting senior/executive-level management preferred. * Budget preparation, invoice, and expense processing experience is preferred. * Ability to work and make decisions quickly and independently with little to no direct supervision is preferred. * Strong interpersonal skills are preferred, particularly regarding judgment, discretion, confidentiality, patience, and understanding necessary for dealing effectively with a body of volunteers, donors, and professional colleagues; independence; and a strong team orientation toward both internal and external constituencies. * Strong organization skills, detail-oriented, and experience handling sensitive and confidential information preferred. * Knowledge and skills working with Zoom webinars and meetings preferred. * Ability to lift and/or move large objects (such as boxes) with the expectation that heavier items would be broken down into smaller components, or requesting additional assistance may be required before lifting and/or moving. * Must have at least basic knowledge and skill/proficiency with Microsoft Office. * Ability to travel the DFW area for errands, meetings, events, etc.
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