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Job Information

American Heart Association Sr. Business Operations Coordinator in Alexandria, Virginia

Overview

As we celebrate our Centennial year, we invite you to join us in shaping the next century of impact. Be a relentless force for a world of longer, healthier lives. Here at the American Heart Association, you matter and so does your career.

The American Heart Association has an excellent opportunity for a Senior Business Operations Coordinator (Executive Assistant/Office Manager) in Arlington, VA ! The Coordinator will be responsible for providing sophisticated administrative support to the Executive Director and leadership including handling meeting and travel calendar, 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.

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 our company culture, our way of life, reflecting our diversity, equity & inclusion, our focus on work-life harmonization and our Guiding Values. Discover why you will Be Seen. Be Heard. Be Valued™ at the American Heart Association by following us on LinkedIn, Instagram, Facebook, X (formerly Twitter), and at heart.jobs.

Responsibilities

50% of time is Administrative Support:

  • Provides advanced administrative support such as calendar management, preparation for meetings, tracking expenses, and travel coordination for field office leadership.

  • Prepares confidential correspondence, maintains files, and handles the office and clerical systems. This includes daily processing mail and bank runs as needed.

  • Handle Board of Directors volunteer tracker and year-round data to satisfy the annual Gold Board Standard application.

  • Runs donor, volunteer, and sponsor information; gathers, coordinates, and runs information and details (e.g., giving; committee/board involvement, etc.) on key volunteers and donors.

  • Processes expenses, invoices, and supervises other financial matters as assigned and in compliance with established American Heart Association procedures.

  • 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).

  • Research and prep for donor meetings as needed.

  • Acts as project manager for special projects, which may include planning and coordinating multiple presentations and disseminating information.

  • Acts as the giving societies liaison handling and tracking major donors giving, renewals, special dates, and so forth working closely with field operations.

  • Provide excellent customer service to both internal and external partners, resolving inquiries and concerns promptly and professionally.

20% of time is Meeting & Event Support:

  • Coordinate and lead the implementation of special events hosted by the Executive Director working closely with the development team and Mission Advancement.

  • 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 staff, leadership volunteer groups, and community collaborators.

  • Collaborate with marketing and communications to prepare proposals and event collateral as needed.

  • Aids with special event management including invitations, planning, logistics, attendee lists, event coordination, etc.

  • Handles data entry for special events including donations, auction items and guest names.

  • Works with Community Impact staff on logistics as needed.

10% of time is Facilities Management:

  • Lead the cleanliness and integrity of the office space working closely with property management to ensure the office is always ready.

  • Handle procurement for office supplies and equipment.

  • Be the liaison with IT for staff regarding their workspace tools and connectivity.

  • Stewards the organization and orderliness of the office space.

10% of time is Staff Support:

  • Our event calendar ebbs and flows throughout the year, this role acts as a leader and support for other coordinators on the team. Some overtime might be required as needed. This role collaborates with team members to support every campaign and event year-round.

  • Works independently and within a team on special nonrecurring and ongoing projects.

  • Plan and implement weekly staff meetings (or as needed) working closely with leadership.

  • This role is responsible for culture building activities for holidays, special occasions, staff recognition, team building gatherings, etc.

  • Be the HR liaison processing and welcoming new hires.

  • Be the host for visiting colleagues and cross-functional teams that support the Greater Washington region.

  • Act as the local market wellness representative by collaborating with other champions across the region monthly and implement health and wellness challenges into your local office.

In this role, you will report to the Executive Director supporting the Greater Washington region and is the lynchpin of the entire field operations being conducted in area. Must be available for events periodically at early hours in the morning, after hours in evenings, and weekends.

Qualifications

Want to help get your resume to the top? Take a look at the experience we require:

  • University/College degree or equivalent experience preferred.

  • At least one year’s experience in administrative work, project coordination and/or event management systems with strong attention to detail.

  • Experience in event planning, organizing, consultation and event management preferred. Proficient in using web conferencing software (Zoom, Microsoft Teams, Event.Gives etc.)

  • Demonstrated ability to work on multiple tasks concurrently.

  • Must have intermediate skills in PowerPoint, Word, and Excel. Advanced knowledge and skill with these programs is preferred. These skills are subject to testing.

  • Ability to objectively evaluate, make effective decisions and develop alternative solutions.

  • Ability to work in a team environment and interact with all levels of American Heart Association staff, volunteers, and the public. This includes ability and willingness to build and cultivate relationships within and outside the American Heart Association.

  • Ability to be respectful, self-motivated, resourceful, conscientious, and thoughtful.

  • Willingness to work in an atmosphere requiring flexibility and change. Validated ability to respond quickly to changing ideas, responsibilities, expectations, strategies, and other processes at work.

  • Knowledge of and skill in report preparation, proofreading and strong attention to detail.

  • 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.

  • Ability to do periodic local travel up to 20%; requires access to reliable transportation at all times on an immediate basis.

  • Must pass background check and must be at least 18 years old.

Preferred Qualifications, not mandatory to qualify :

  • Nonprofit experience

  • Project management experience

  • Digital event production experience

  • Design skills, preferably in Canva or similar

  • Knowledge of email marketing basics

  • Experience using Tableau reports

  • Proficient in Microsoft SharePoint and Teams

  • Experience with vendor negotiation and contract reviews

Attracting dedicated, committed employees means offering a competitive benefits package, ongoing professional development and training, and a diverse and inclusive environment in which to work and grow. And we do.

Compensation & Benefits

The American Heart Association invests in its people. Here are the main components of our total rewards package. Visit Rewards & Benefits to see more details.

  • Compensation – Our goal is to ensure you have a competitive base salary. That’s why we regularly review the market value of jobs and make adjustments, as needed.

  • Performance and Recognition – You are rewarded for achieving success by merit increases and incentive programs, based on the type of position.

  • Benefits – We offer 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. As a mark of our commitment to employee well-being, we also offer an employee assistance program, employee wellness program and telemedicine, and medical consultation.

  • Professional Development – You can join one of our many Employee Resource Groups (ERG) or be a mentor/mentee in our professional mentoring program. HeartU is the Association’s national online university, with more than 100,000 resources designed to meet your needs and busy schedule.

  • Work-Life Harmonization – The Association offers Paid Time Off (PTO) at a minimum of 16 days per year for new employees. The number of days will increase based on seniority level. You will also have a total of 12 paid holidays off each year, which includes several days off at the end of the year.

  • Tuition Assistance - We support the career development of all employees. This program provides financial assistance to employees who wish to further their education and career in relation to their current duties and responsibilities, or for potential future positions in the organization.

The American Heart Association’s 2024 Goal: Every person deserves the opportunity for a full, healthy life. As champions for health equity, by 2024, the American Heart Association will advance cardiovascular health for all, including identifying and removing barriers to health care access and quality.

At American Heart Association | American Stroke Association, our mission is to be a relentless force for a world of longer, healthier lives, regardless of race, ethnicity, gender, gender identity, religion, age, language, sexual orientation, national origin and physical or cognitive abilities. We're committed to ensuring our workforce, workplace culture and mission have a shared impact across a diverse set of backgrounds.

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Posted Date 3 weeks ago (3/30/2024 12:38 PM)

Requisition ID 2024-12474

Job Category Administrative Support

Position Type Full Time

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