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Job Information

American Heart Association Administrative Associate in Glen Allen, Virginia


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.

Due to the current pandemic, daily travel is minimal and voluntary to ensure the health and safety of staff. There is no overnight travel currently. In the future, this position may resume daily and/or overnight travel. All AHA offices are closed and staff are currently working from home. In the future, this position will resume to being based in the local office. This position is a full-time position.


The American Heart Association (AHA) has an excellent opportunity for an Administrative Associate in our Eastern States region located in our Glen Allen VA office . The Administrative Associate will support the Office of the EVP and report to the Director, EVP Operations. Duties will include providing advanced administrative support to leadership staff including planning travel, processing expenses, preparing documents for meetings, preparing correspondence, creating presentations, developing activity and informational reports, completing logistics for meetings and work on projects as assigned.

Essential Job Duties:

  • Prepares confidential correspondence, maintains files, and manages tracking systems as appropriate.

  • Prepares and mails correspondence and acknowledgement of birthdays, anniversaries, other life events for volunteers and staff as needed.

  • Schedules and manages logistics for internal and external meetings. Communicates with and coordinates volunteers, vendors, caterers, service providers and other external contacts.

  • Gathers, tracks and maintains donor, volunteer and sponsor information; monitors and updates information and details (e.g., giving; committee/board involvement; etc.) on key volunteers and donors.

  • Creates compelling and easy to understand visuals to be used in presentations or communications to volunteers and staff.

  • Attends various meetings to record meeting minutes, prepares meeting minutes for review by volunteers and senior leaders post-meeting.

  • Assists in the development of materials packets for board, Senior Management and Regional Management Team meetings.

  • Processes expense reports in compliance with established AHA procedures, ensures budget compliance.

  • Provides travel coordination for senior leadership and volunteers as needed.

  • Aids with special event management including invitations, planning, logistics, creating attendee lists, tracking RSVPs, etc.

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

  • Acts as project coordinator for assigned development projects, which may include updating reports, planning and coordinating meetings, presentations and disseminating information.

  • Develops and recommends improvements to administrative practices and assists with communicating policies.


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

  • Must have earned a high school diploma or GED. College degree or some college a plus.

  • Minimum two (2) years' work experience in administrative office experience or project coordination experience, with strong attention to detail.

  • Experience in event planning, organizing, consultation and event management preferred.

  • Demonstrated ability to work on multiple tasks concurrently.

  • Must have at least intermediate knowledge and skill with Microsoft Office 2010 used for word processing, email, presentations, and spreadsheets. 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 nurture relationships within and outside the American Heart Association. This also includes the ability to work cooperatively with others to leverage resources to achieve common goals.

  • Ability to be diplomatic, self-motivated, resourceful, tactful, and flexible.

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

  • Proven background and willingness to work in an atmosphere requiring flexibility and change.

  • Access to reliable transportation and ability to maintain valid driver’s license and auto insurance.

  • Ability to transport materials and other supplies to and from meetings and events.

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

Preferred Qualifications, not mandatory to qualify :

  • Contact Management Systems

  • Automated accounting software knowledge

  • Proficient in Microsoft SharePoint system

  • Knowledge of Team Builder software

  • Advanced experience with a design program (i.e., Publisher, PowerPoint, Illustrator) to create materials and presentations

  • 2 years of experience with fundraising or a non-profit organization including work with volunteers and donors a plus

  • Research skills a plus, utilizing both internal systems and external search enginesAttracting talented, 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

Employees scheduled to work at least 20 hours per week are eligible to participate in the medical, dental, and vision plans the first of the month following 30 days of service. AHA subsidizes the medical and dental cost to ensure benefits are affordable. Eligible dependents under AHA’s group benefit plans include legal spouse, domestic partner, children under the age of 26 or who are disabled. AHA offers additional benefits like an EAP, telehealth benefit for general medical and behavioral health, flexible spending accounts, life insurance, and disability.

Retirement Plans: AHA retirement plans offer employees a way to start saving after their first paycheck. The retirement plans provide employer contributions after two years of service. If you have previous 501(c)(3) non-profit experience, within the last 5 years, at a national health agency, an institution of higher learning or a medical institution, that experience may count towards the two-year waiting period. Employees are 100% vested in employee and employer contributions.

Paid Days Off: Regular full-time and part-time employees earn Paid Time Off (PTO) based on years of service. PTO begins accruing on date of hire. Full time employees receive one paid Community Service time off day per year and are encouraged to participate in projects, programs and organizations which contribute to the health and vitality of their communities. AHA also offers 12 paid holidays per year.

Leaves of Absence: AHA offers both Short Term and Long-Term Disability benefits which replace earnings if you are unable to work due to a non-work-related illness or injury. Employees are eligible for Short Term Disability after 90 days of service and are eligible for Long Term Disability after being disabled for 90 days or more. Eligible employees can take up to 12 weeks off of work for a qualified leave of absence under the Family Medical Leave Act (FMLA), intermittent FMLA leaves and leave as an accommodation under the Americans with Disabilities Act as Amended (ADAAA.

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.

This position not a match with your skills? Click here to see other opportunities.

Be sure to follow us on Twitter #TheAHALife

EOE/Protected Veterans/Persons with Disabilities

Location US-VA-Glen Allen

Posted Date 2 months ago (5/18/2021 9:30 PM)

Requisition ID 2021-6989

Job Family Group Business Operations

Job Category Administrative Support

Location: Glen Allen, VA