Administrative Assistant - NYC

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The Founders Affiliate of the American Heart Association is recruiting to fill an Administrative Assistant position in our NYC office. This position provides administrative and secretarial support for ­­the Go Red For Women, Heart Ball and Young Professionals year round events in the New York City office of the Founders Affiliate. This position will provide administrative support for 2-3 fundraising directors.

Major Duties:

Use appropriate software and databases to manage and manipulate data and graphics, and run reports as necessary; including, but not limited to:

1. Preparing correspondence, reports, spreadsheets, informational materials, and presentations using various graphic, database and word processing programs;
2. Coordinating email, fax, and postal mail campaigns to distribute information to staff and volunteers on a timely basis;
3. Ensuring that prepared materials are accurate and professional looking, and in compliance with the AHA Graphic Standards and Branding Guidelines, as per approvals from the AHA Communications department;
4. Processing invoices using appropriate budget codes, logging them in a spreadsheet and filing them in a binder;
5. Use appropriate Kintera, Seibel, Auction Maestro, Greater Giving and other data management programs to code in donations, sponsorships, auction income, walkers, teams, volunteers and other required information to support the event.

Proactively support event committees, sponsors, donors and the Director by initiating new contact or follow-up phone calls and independently responding to inquiries. Identifying potential problems and working to identify and implement solutions. Types of calls may include:

1. Responding to individuals offering assistance as volunteers;
2. In collaboration with the supervisor coordinates work for office volunteers who come to
3. the office to provide event support;
4. Ensuring that day of event volunteers are trained to efficiently handle event registration and processing of auctions.
5. Ordering day of event supplies, materials, awards and related collateral materials;
6. Maintain and/or assembly of all supplies/supply logs pertaining to their respective events.

Participate in event bank day to ensure the organization and accurate accounting of pre- and post-event fund collections and bank tally counts.

Preparing and sending out invoices for sponsorships and other accounts receivable on a timely basis. Sending follow-up notices for unpaid commitments.

Providing exemplary customer service to both internal and external customers.

Modeling collaborative and positive work relationships with others.

Answering incoming emails and phone calls in a timely and efficient manner, routing inquiries and messages accordingly.

Participating in AHA Founders Affiliate meetings and activities held outside affiliate offices as required.

At peak times, working extended hours, including evenings and weekends. Periodic travel within the tri-state area for training and staff meetings as necessary to achieve objectives.

Volunteering to assist at other events to assist co-workers as appropriate.

Please review the experience section below to see if you meet the qualifications for this position.

Attracting 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.

To apply for this position or to see other opportunities with the American Heart Association please visit www.heart.org/careers. We no longer accept mailed, faxed or e-mailed resumes. Please apply for positions directly through our website. Only those candidates deemed most qualified by the hiring manager will be contacted to interview.

The American Heart Association is an Equal Opportunity Employer and works to prohibit discrimination and to assure fair and uniform treatment of applicants and employees in all aspects of Human Resources administration without regard to political or religious opinions or affiliations, membership or non-membership in employee organizations, age, sex, disability, race, color, national origin, religion, sexual orientation, marital status or any other non-merit factor.

1. Two years experience in managing administrative support functions;
2. Ability to work with minimal supervision.
3. Understands the sense of urgency required to support an event
4. Possesses excellent problem solving skills, comfortable with math and adept at processing numbers appropriately.
5. Ability to convey a positive and professional image.
6. Able to compose correspondence, edit work for spelling and grammar, and present end product in a professional and visually appealing manner using AHA graphic standards, where needed.
7. Advanced skills in all MS Office software applications including Word, Excel, Outlook, Power Point.
8. Ability to lift and/or move 25 lbs.
9. Satisfactory background checks including consumer credit, motor vehicle, and criminal history.

Education/Experience:

Associates Degree and/or other training in administrative/office functions.

High School diploma and at least two years experience will substitute for the requirements above.

Supervisory Responsibilities: There are no supervisory responsibilities for this position.