Executive Support Specialist
6 days ago
Job Summary
The American Heart Association is seeking a highly skilled and experienced Executive Support Specialist to provide advanced administrative support to leadership, including managing meeting and travel calendars, planning travel, preparing documents for meetings with volunteers and sponsors, documenting financial activities, developing activity and informational reports, volunteer relationship management, completing logistics for meetings and work on projects as assigned.
Responsibilities
- Provides advanced administrative support such as calendar management, preparation for meetings, and travel coordination for field office leadership.
- Prepares confidential correspondence, maintains files, and manages the office and clerical systems.
- Leads donor, volunteer, and sponsor information; gathers, coordinates, and manages information and details (e.g., giving; committee/board involvement, etc.) on key volunteers and donors.
- Handles logistics for internal and external meetings and conferences. Communicates with and coordinates vendors, caterers, service providers and other external contacts. Purchases plaques, gifts, and recognition items related to leadership volunteer groups.
- Processes expenses, invoices, and monitors other financial matters as assigned and in compliance with established American Heart Association procedures.
- Aids with special event management including invitations, planning, logistics, attendee lists, etc.
- Handles data entry for special events including donations, auction items and guest names.
- Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, which may include planning and coordinating multiple presentations and disseminating information.
- Plans and prepares weekly, periodic, and special reports. Gathers, tracks, and reports data (in requested format) on a variety of projects (e.g. quarterly challenges).
- Works with Community Impact staff on logistics as needed.
Requirements
- High School Diploma or equivalent.
- Two (2) - Four (4) years of experience providing administrative support to multiple managers or executive level management.
- Two (2) years of financial experience.
- Two (2) years of experience preparing budget information, processing invoices, calculating expenses.
- Intermediate proficiency with Microsoft Office Applications: Excel, Word, PowerPoint, and Outlook.
- Some college preferred.
Benefits
- Competitive base salary.
- Performance and recognition programs.
- A wide array of benefits including medical, dental, vision, disability, and life insurance, along with a robust retirement program that includes an employer match and automatic contribution.
- Employee assistance program, employee wellness program, and telemedicine.
- Professional development opportunities, including access to the Association's national online university, HeartU.
- Work-life harmonization, including paid time off and 12 paid holidays per year.
- Tuition assistance program.
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