Sr. Executive Assistant

American Heart Association • Dallas, TX

2d • Hybrid

About The Position

The American Heart Association has an opportunity for a Senior Executive Assistant. The Senior Executive Assistant role will report to the National Director, Operations and support the Chief Science and Medical Officer, the Chief Medical Officer, Prevention, and other Science executives as determined. The Association offers many resources to help you maintain work-life harmonization through your changing needs and life situations. To help you be successful, you will have access to Heart U, our award-winning corporate university, as well as additional training and support, locally. #TheAHALife is more than a company culture; it is our way of life. It embodies our commitment to work-life harmonization and is guided by our core values where our employees can thrive both personally and professionally. Discover why you will Be Seen. Be Heard. Be Valued at the American Heart Association by following us on LinkedIn, Instagram, Facebook, X, and at heart.jobs.

Requirements

• High School Diploma or Equivalent.
• Minimum (5) years of related experience supporting senior executives and managing large administrative projects with the know-how around prioritizing the projects and meeting all deadlines.
• Intermediate to advanced knowledge of the Microsoft Office, including Word, Excel, and PowerPoint.
• Experience in planning, prioritizing, and coordinating multiple tasks to meet deadlines.
• Excellent people management and customer service skills.
• Experience in the following areas: Coordinating executive-level meetings and project coordination
• Planning and coordinating detailed travel itineraries and conference meeting schedules, and ground transportation.
• Written/verbal communication, including writing agendas, memos, emails, business correspondence, and minutes.
• Calendar management.
• Editing presentations.

Nice To Haves

• Bachelor's degree preferred.

Responsibilities

• Provides comprehensive administrative support to C-suite executives, including strategic calendar management, complex domestic and international travel coordination, and expense administration.
• Serves as the primary point of contact for external organizations, American Heart Association Officers, and internal stakeholders, managing all scheduling requests for CSMO and other Science executives and preparing related materials.
• Works closely with the Director of Operations to support the Science Advisory and Coordinating Committee, coordinating end‑to‑end meeting logistics and travel arrangements for volunteer attendees, including flights, lodging, ground transportation, travel reimbursement and onsite meeting support. Coordinates orientation calls for new members.
• Supports the weekly American Heart Association Officers call by coordinating agendas, preparing materials, documenting action items, and following up to ensure timely completion.
• Manages deadline compliance for the President’s Pages in Circulation, working closely with the American Heart Association President on monthly submissions as needed.
• Assists with requests for Science‑to‑Science meetings, including coordinating outreach for volunteer speaker requests, facilitating the selection process, and issuing invitations to finalist presenters.
• Successfully completes multiple duties and projects while managing competing demands and priorities.
• Contributes to departmental goals by maintaining ongoing working knowledge of department's budget, policies, and procedures.
• Utilizes vendor and/or American Heart Association systems (e.g. E1, COI, Workday, etc.) efficiently and competently to complete duties/projects.

Benefits

• medical, dental, vision, disability, and life insurance
• robust retirement program that includes an employer match and automatic contribution
• employee assistance program
• employee wellness program
• telemedicine, and medical consultation
• Paid Time Off (PTO) at a minimum of 16 days per year for new employees
• 12 paid holidays off each year
• Tuition Assistance

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees