Executive Assistant to the Chief Mission Officer Job Opening at American Heart Association in Dallas, TX

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Position:Executive Assistant to the Chief Mission Officer
Company:American Heart Association
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Job Location(s): Dallas, TX
Start Date:As soon as possible
Employment Term: Regular
Employment Type:Full Time
Starting Salary Range:
Required Education: Open
Required Experience: 5 years
Required Security Clearance: None
Related Categories:Admin - Secretarial and Office Mgmt, Admin - Receptionist/Clerical, Non-Profit/Associations

Position Description

Executive Assistant to the Chief Mission Officer

Tracking Code

Job Description

Join the American Heart Association and take your career on a Mission - to build healthier lives, free of cardiovascular diseases and stroke. What's your motivation? Want satisfying work that makes a real difference in people's lives? At the American Heart Association we're working to prevent, treat and defeat our nation's No. 1 killer, cardiovascular disease. We have an excellent opportunity for an Executive Assistant to the Chief Mission Officer. Position is located at our National Headquarters in Dallas, TX.

The Executive Assistant provides administrative support to the Chief Mission Officer by assisting in the scheduling and preparation for travel, meetings and teleconferences; handling projects, presentations, and other tasks; leading staff on developing and executing effective Corporate Management Team and Mission Leadership Team meetings.

This position plans the annual President and Chairman's reception at Scientific Sessions while providing backup assistance to the Chief Executive Officer, Chief Science Officer, Chief Administrative Officer, and volunteer Officers on an as needed basis.

Additional Responsibilities Will Include:

  • Provide administrative support for the Chief Mission Officer, including:
    • Receive, screen and route calls with a strong focus on customer service: Respond effectively and in a timely manner to all phone calls, e-mails, and other requests and inquiries for information from staff, volunteers and the public.
    • Calendar management: Work with National Center staff, volunteers, outside vendors and Affiliate staff to schedule meetings for the CMO and other staff and volunteers as needed.
    • Travel arrangements: Schedule airfare, hotel and transportation far in advance with an emphasis on cost savings. Prepare detailed travel itineraries and coordinate with Affiliate and National Center staff and volunteers as needed.
    • Process expense reports in a timely manner for the CMO and other staff and volunteers as needed.
    • Schedule frequent update meetings for staff who report to the CMO.
    • Receive, prioritize and distribute mail that arrives for the CMO.
    • Maintain contact database for mailings and other purposes.
    • Manage on-going and special assignments as requested by the CMO, CEO, CAO, CSO, Manager of CEO Operations or Director of CEO Operations.
    • Schedules, coordinates, develops and executes all aspects of the quarterly Corporate Management Team (CMT) and Mission Leadership Team (MLT) meetings.
  • Develops PowerPoint presentations and reports for the CMO, as well as other staff and volunteers, as needed.
  • Plans all details of the annual President and Chairman's reception (500+ attendees) at Scientific Sessions, including guest list, invitations and logistics. Work with meetings staff to secure event location, requirements, photographers, etc.

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

Required Experience

Qualified candidates will have the following experience and background:

  • 5+ years' experience with standard secretarial practices, project coordination, office procedures, record keeping, filing, and telephone etiquette.
  • Proficient in accurate spelling, grammar, punctuation and proofreading. Strong skill in word processing operation and applications (MS Word, MS Excel, Adobe Acrobat, SharePoint).
  • Efficient and detailed in performing extensive calendar management duties across multiple time zones using MS Outlook.
  • Effective in planning and coordinating extensive travel including airfare, hotel and ground transportation arrangements; preparing detailed travel itineraries and conference schedules.
  • Proficient in using MS PowerPoint to develop presentations and other reports.
  • Experience with the principles and practices of meeting planning and administration, including teleconferences.
  • Effective in written and oral communications, including letters, memos, agendas, emails, exhibits and minutes.
  • Strong ability to plan, prioritize and coordinate multiple tasks to meet deadlines.
  • Ability to work independently and in collaboration with others, and to initiate and follow up on all assigned tasks without close supervision.
  • Team player with excellent interpersonal skills.
  • Excellent organizational skills.
  • Strong attention to detail.
  • Ability to establish and maintain positive working relationships with all levels of AHA staff and volunteers (and their assistants).
  • Comfortable handling confidential and private information.

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.

Job Location
Dallas, Texas, United States

Position Type
[Position No Longer Available]
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