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Job Information

American Heart Association Executive Assistant in New York, New York


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.

This position is a full-time position.


The American Heart Association (AHA) has an exciting opportunity for an Executive Assistant in our New York City, NY office. The position will provide advanced administrative support to the Executive Director, market Board of Directors and local campaign activities including managing and logistics of meeting and travel calendar, preparing documents for meetings with volunteers and sponsors, documenting financial activities, developing activity and informational reports, volunteer relationship management, and work on projects as assigned to ensure effective and efficient day to day operations in the market office.

Essential Job Duties:

  • Provides advanced administrative support preparation for meetings, and travel coordination for field office leadership. Prepares confidential correspondence, maintains files, and manage all data and systems reporting.

  • Provide support in all aspects of board-related materials, such as correspondence, meeting materials, and meeting minutes. Support the GSB tracking and reporting process.

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

  • Manages logistics for internal and external meetings and conferences. Communicates with and coordinates vendors, caterers, service providers and other external contacts. Purchases plaques, gifts, recognition items related to leadership volunteer groups.

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

  • Acts as project manager for special projects, which may include planning and coordinating multiple presentations and disseminating information. Works independently and within a team on special nonrecurring and ongoing projects.

  • Process expenses, invoices, and payments and monitor other financial matters as assigned and in compliance with established AHA procedures.

  • Serve as liaison as needed with departments regarding Facilities; Human Resources, Business Technology and Finance and other Business Operations matters.

  • Collaborate with event support staff and Directors for needs for day-of-event activities and office support.

  • Assist the market in furthering AHA’s mission by providing administrative and ad hoc support to assigned staff, campaigns, initiatives, in an efficient, positive, proactive, and customer-centric manner.

  • Additional responsibilities as needed.


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


  • High School Diploma or Equivalent

  • Four (4) years of experience providing administrative support to multiple managers or executive level management

  • Two (2) years of experience in office practices and administrative procedures

  • Three (3) years of intermediate proficiency with Microsoft Office Applications: Excel, Word, PowerPoint, etc.

  • Three (3) years of experience preparing budget information, processing invoices, calculating expenses

Preferred Qualifications:

  • Bachelor’s degree from an accredited university preferred. College coursework combined with related experience may be substituted for a degree.

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.

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, 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-NY-New York

Posted Date 2 weeks ago (1/12/2022 4:38 PM)

Requisition ID 2021-7918

Job Family Group Business Operations

Job Category Administrative Support

Additional Locations US-NJ-Saddle Brook

Location: New York, NY