American Heart Association Office Manager in Deerfield Beach, Florida
Are you ready to join an organization where you can be a relentless force for a world of longer, healthier lives?
Envision all Americans enjoying ideal cardiovascular health free of heart disease and stroke. At the American Heart Association and American Stroke Association, we get to work toward that goal every single day. Is it easy? No. Is it worthwhile? you bet!
This is satisfying work that makes a real difference in people's lives. You can achieve professional growth with personal fulfillment. You will connect with people and make a lifesaving impact. You will partner with individuals, schools, lawmakers, healthcare providers and others to ensure everyone has access to healthier lifestyle choices and proper healthcare.
The American Heart Association (AHA) has an excellent opportunity for an Office Manager serving our Greater Miami/Fort Lauderdale market with additional support provided to our West Palm Beach market. The ideal candidate will live in Delray Beach, Deerfield Beach or Boca Raton area.
Working under the direction of the Executive Director , you will ensure that all aspects of the market finances, office management and administrative support are accomplished in a timely and efficient manner, by providing high level support to the two markets.
Serve as Affiliate Accounting Liaison
Ensure that all funds raised in support of the mission are recorded and payments are received by due dates.
Ensure accuracy, execution, proficiency and adherence to the latest policies and practices of the AHA as they relate to the fiscal and event financials.
Understand and communicate to local staff the process for sponsorship agreements, vendor contracts, vendor payments, and event reconciliation.
Manage Executive Director’s field budget as well as overhead budget for the Greater Miami/Fort Lauderdale and West Palm Beach offices.
Work alongside logistics/data managers as budget lead for each event budget.
Process check and cash submissions for Greater Miami/Fort Lauderdale market only.
Serve as Executive Assistant to the Executive Directors
Serve as the support and representative of the Executive Directors (ED.
Assist EDs with calendar management and setting appointments.
Assist EDs with Board of Directors’ support: data entry, meeting management, attendance, recording meeting minutes, tracking of board terms, creating board packets, and assisting with creation of agendas.
Make travel arrangements as needed.
Prepare and send follow up letters/correspondence as assigned.
Provide general administrative support as needed; act as resource while EDs are in the field, execute special projects including research and report compilation, order materials and perform other duties as requested.
Provide support to other office staff including Vice Presidents and Community Impact team as needed.
Serve as General Office Management
Responsible for collecting and ensuring mail is opened with dual oversight and distributed promptly and manage daily outbound and inbound UPS deliveries for the Greater Miami/Fort Lauderdale office.
Order general office supplies and oversee upkeep of general AHA items such as Annual Reports, office materials, and advise when materials are outdated.
Develop and provide knowledge about project and general event information including logistics questions.
Perform switchboard duties utilizing timely, professional, and courteous business etiquette while providing necessary information or support when answering phones or responding to voicemails.
Provide support for new hires before their first day by assigning phone extension, ensure their office space and desk area are clean and tidy, and upon their first day, provide office keys/entry codes and other supplies as needed. When staff separate from employment, collect staff equipment and other AHA issued materials as needed from manager, and return equipment and manage disposition of materials in accordance with regional procedures.
Work with regional staff regarding any needs for major building repairs, and repair or purchase of office furniture, supplies and equipment. Report needs to the regional Sr. Director - Business Operations and follow regional process for obtaining building and equipment repair bids and approvals needed to make equipment purchases. Ensure that the office environment is maintained to ensure safety, cleanliness, and functionality.
Coordinate volunteer management for community health fairs.
High School Diploma/GED required (Bachelor's Degree preferred) and a minimum of two years’ significant office experience preferably with a non-profit or public service organization.
Working knowledge of principles and procedures of project management.
Ability to plan work, organize and maintain workflow.
Strong working knowledge of Word, Excel, PowerPoint, and Outlook.
Ability to work with people at all levels.
Ability to maintain effective interpersonal relationships.
Ability to work under tightdeadlines and help move projects forward.
Ability to work outside standard hours as needed.
Click on “New Resume” (or “Existing Resume” if you have previously applied to AHA positions) to submit your online application. Only those deemed most qualified will be contacted to interview.
At American Heart Association | American Stroke Association, diversity, inclusion, and equal opportunity applies to both our workforce and the communities we serve as it relates to heart health and stroke prevention.
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EOE Protected Veterans/Persons with Disabilities
Location US-FL-Boca Raton
Posted Date 1 month ago (8/28/2020 4:45 PM)
Requisition ID 2020-6173
Job Family Group Business Operations
Job Category Administrative Support
Additional Locations US-FL-Boca Raton | US-FL-Delray Beach | US-FL-Deerfield Beach
Location: Deerfield Beach, FL