Executive Assistant

Job Posting Organization:
The American Heart Association (AHA) was founded in 1924 and has since made significant strides in reducing cardiovascular disease deaths by half. The organization is dedicated to overcoming major health challenges and accelerating progress in health outcomes. With a mission to promote longer, healthier lives for all, the AHA operates in various regions and employs a diverse workforce committed to making a positive impact in communities. The AHA emphasizes work-life harmonization and provides numerous resources for employee development and well-being, including access to their corporate university, Heart U, and various employee resource groups.

Job Overview:
The Executive Assistant position is based in the central Dallas area, specifically in Irving, TX, and is designed to provide senior-level support to the Executive Vice President (EVP) of the Southwest region. The role requires a high level of analytical ability, self-motivation, and excellent administrative skills. The successful candidate will be expected to work independently with minimal supervision, demonstrating initiative and independent judgment. This office-based position offers a hybrid work schedule, allowing for flexibility in work arrangements. The Executive Assistant will play a crucial role in supporting the EVP's strategic priorities and ensuring effective communication and organization within the team.

Duties and Responsibilities:
The Executive Assistant will be responsible for a variety of tasks, including: providing administrative support to the EVP, managing correspondence and communications, maintaining calendars, scheduling meetings, and making logistical arrangements for both virtual and in-person meetings. The role also involves preparing expense reports, providing on-site support at meetings and events, and collaborating with senior leadership to ensure project plans are in place. The Executive Assistant will act as a project manager for special projects, coordinate logistics for meetings and events, and handle confidential information with discretion. Additionally, the position requires maintaining an organized system for correspondence and documents, ensuring the EVP is well-prepared for all engagements.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with a preference for those who have 3 to 5 years of experience providing administrative support to multiple managers, particularly at the senior/executive level. Experience with budget preparation, invoice processing, and expense management is preferred. Strong interpersonal skills, organizational abilities, and attention to detail are essential, along with the capacity to handle sensitive information confidentially. Proficiency in Microsoft Office and familiarity with Zoom for webinars and meetings are also preferred qualifications.

Educational Background:
A high school diploma or equivalent is required for this position. While further education is not explicitly stated, candidates with additional qualifications or certifications related to administrative support or business management may be viewed favorably.

Experience:
The ideal candidate should have at least 3 years of experience providing administrative support, with a preference for 5 to 7 years of experience in similar roles. Experience supporting senior or executive-level management is highly desirable, as is familiarity with budget preparation and expense processing.

Languages:
While the job description does not specify mandatory languages, proficiency in English is implied as the primary language for communication. Additional language skills may be beneficial but are not explicitly required.

Additional Notes:
This is a full-time position with a hybrid work schedule. The American Heart Association offers a competitive compensation package, including medical, dental, vision, and life insurance, as well as a robust retirement program with employer matching. Employees are entitled to a minimum of 16 days of Paid Time Off (PTO) per year, which increases with seniority, and 12 paid holidays annually. The organization also provides tuition assistance for employees seeking further education related to their roles.