Administrative Associate

American Heart Association - Austin, TX (30+ days ago)3.9


Are you ready to join an organization where you can make an extraordinary impact every day?

Imagine 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 day. Is it easy? No. Is it worthwhile? Absolutely.

This is satisfying and challenging work that makes a real difference in people's lives. We are where you can achieve professional growth with personal fulfillment. We are where you can connect people to making a lifesaving impact. We are where you can 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 is where you can make an extraordinary impact.


Our Austin Office has an excellent opportunity for a Mid-Market Administrative Associate. This position will work alongside four other Mid-Market support staff members and will be responsible for serving as a primary and dedicated resource to multiple remote-based Development directors. The directors are responsible for fundraising and implementing local Heart Walk, Go Red for Women luncheon, Heart Ball, Vestido Rojo, and other health-awareness events in communities throughout Texas and Arkansas. The position serves to help local staff maximize fundraising and donor/volunteer relations, as well as facilitate the execution of high-quality events that meet both AHA standards and the vision of staff and local volunteers.

The position provides administrative and systems database support, as well as assisting with event logistics and the creation of most or all graphic-design materials necessary for events and fundraising. Includes managing data in three databases, managing event prep and logistics on overlapping timelines, and customizing marketing materials, signage, etc. for each event through AHA-provided templates. Position interfaces with both staff and external donors and volunteers regularly, so a customer-service mindset is a must.

Key responsibilities include detailed project/event management, customer service, administrative and clerical support, data management and reporting, graphic design and customization of event materials, and event website management. Travel is required 8-10 times per year for 2- to 3-day stints to locations around Texas and Arkansas, particularly in the months of February-May and October-November.

So you say you would like some more details? Here are a few:
+ Input and maintain high-quality, accurate data in systems including Blackbaud, Greater Giving, and Microsoft Dynamics. Data includes information regarding prospective and existing donors, event participants, financial transactions, auction items, and more.

+ Create and update custom materials for event promotion (e.g. invitations, flyers, programs, signage, etc.) and sponsor/volunteer engagement (e.g. Heart Walk participant resources, sponsorship proposals, etc.). Materials must appear professional, adhere to AHA branding standards, and meet director and/or sponsor requirements.

+ Assist directors and volunteers with the coordination and execution of event logistics, including coordinating with vendors, ordering supplies, pre-event setup at the venue, etc. to ensure a positive experience for all donors and participants.

+ Manage check-in and checkout procedures in-person at local events, including training of volunteers, processing all financial transactions, and handling cash.

+ Help directors with miscellaneous administrative or clerical needs, such as compiling reports and presentations for strategy meetings, reserving travel, etc.


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

+ Must be able to occasionally lift 25 lbs.

+ Must be able to travel 8-10 times per year, up to three nights per trip. (Schedule provided in advance; expenses covered.)

+ Intermediate to advanced Microsoft Office skills (Word, PowerPoint and Excel). Will be tested.

+ Beginner to Intermediate graphic design skills. Not software-specific, but Canva or Adobe Creative (InDesign, PhotoShop, Illustrator) experience is preferred. Will be tested.

+ Attention to detail in all tasks, including but not limited to completeness and accuracy of data entry, clean-looking graphic designs, correct spelling and grammar in all communications, and ability to follow detailed directions.

+ Able to provide excellent customer service while ensuring compliance with the American Heart Association’s policies and procedures.

+ Able to communicate with emotional intelligence and empathy, build relationships, gain trust, and effectively work with Development directors, sponsors, donors, volunteers, and AHA staff partners.

+ Effective project management including: work on multiple projects simultaneously following a set/recommended timeline; managing project details with limited supervision.

+ Ability to work in a team environment (e.g., effective interpersonal and customer relations skills).

+ Able to proactively and effectively communicate with diverse audiences across Texas.

+ Office administration skills, including general clerical skills (e.g., basic computer knowledge, email etiquette, email organization, filing, typing, copying, telephone etiquette and office operations).

+ High school diploma or GED equivalent required; BA in Marketing or Communications preferred.

+ 1-3 years’ experience managing multiple projects, large amounts of data, and consistently providing exceptional customer service while meeting tight deadlines.

+ Bilingual preferred.

Click on “Apply for this job online” to submit your online application or “Log back in!” if you are a returning applicant. Only those candidates deemed most qualified by the hiring manager 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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Job Family Group _Business Operations_

Job Category _Administrative/Clerical_