American Heart Association Administrative Associate, Community Health & Communications/Marketing in Cincinnati, Ohio

Administrative Associate, Community Health & Communications/Marketing

Tracking Code


Job Description

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.

The Great Rivers Affiliate (serving PA, OH, KY, DE and WV) of the American Heart Association (AHA) has an excellent opportunity for an Administrative Associate in our Cincinnati office supporting our Cincinnati Community Health and Communications/Marketing team and Executive Director. Reporting to the Senior Community Health Director, this individual will provide administrative, project management, community event and local board member support. The Administrative Associate provides support to assigned staff, events, initiatives and the office overall in support of the AHA mission in an efficient, positive, proactive and customer-centric manner.

Essential duties include:

  • Serves as an effective AHA ambassador and customer service representative and resources through gaining knowledge about all relevant aspects of the business including, but not limited to, logistics for special events.

  • Effectively responds to internal and external inquiries within one business day, ensuring a professional and positive customer experience.

  • Manages a variety of projects in support of the team.

  • Manages calendar for assigned staff within agreed upon parameters including scheduling internal and external meetings, accepting, declining or negotiating meeting requests being mindful of required travel time and preparation. Schedules travel arrangements including but not limited to air, car, hotel with confirmations being placed on calendar for easy accessibility.

  • Manages meetings, internal and external, which includes preparation of meeting materials, room/venue reservations, catering, transportation arrangements, meeting invitations, operation of audio visual/videoconference equipment, taking meeting minutes and other needs, ultimately ensuring a positive participant experience.

  • Manages finances including payments and expenses through entering of timely and accurate invoice processing and expense reports for assigned staff and self, including company credit cards and mileage. Effectively utilizes our accounts payable/receivable/budget software.

  • Manages designated portion of day-of-event logistics.

  • Assists with communication/marketing materials including proofreading/editing/reviewing for brand; updating/creating written and visual documents

  • Social media support.

  • Manages local Board information within databases, utilizing Microsoft Dynamics, SharePoint and other available tracking and reporting tools, to provide support, in collaboration with the Cincinnati Executive Director, dedicated to tracking board activity, donations, sponsorship and recognition.

  • Serves as a member of the Cincinnati administrative team to cover mail, receptionist and other general office support as needed.

  • Other duties as assigned.

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

  • Minimum two years' experience in an administrative role.

  • High school diploma or equivalent required, college experience or degree preferred.

  • Experience in non-profit environment, with special events, communications/marketing and social media desired.

  • Proven track record of completing administrative related tasks such as reviewing, responding to and typing letters, creating agendas and meeting packets, reviewing documents, manuals and other office correspondence.

  • A strong customer service focus and meticulous attention to detail

  • Advanced skills in MS Word, Excel, PowerPoint, Outlook, SharePoint, Publisher and Internet.

  • Advanced skills in managing electronic data and records, with accounts payable/receivable/budget data management and Microsoft Dynamics preferred.

  • Ability to coordinate meetings including preparation of meeting packets, agendas, scheduling calendars, travel arrangements, catering and utilization of office technology including copiers, projectors, etc.

  • Excellent written and verbal communication skills with experience creating promotional materials and newsletters preferred.

  • Excellent organizational skills and ability to manage details effectively

  • Ability to meet firm deadlines and manage expectations of multiple stakeholders

  • High degree of initiative and follow through

  • Self-starter with capacity to work well as an individual contributor, take direction, and work as part of a team

  • Ability to remain calm and pleasant under pressure

  • Ability to work in a team environment and interact with all levels of AHA staff, volunteers and the public with strong levels of professionalism and emotional intelligence

  • Ability to travel occasionally, varying throughout the year locally and regionally.

  • Ability to successfully pass a background check.

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.

So, are you ready to work for the largest voluntary health organization dedicated to fighting heart disease, stroke and other cardiovascular diseases? Click on “New Resume” (or “Existing Resume” if you have previously applied to AHA positions) to submit your online application. Only those candidates deemed most qualified by the hiring manager will be contacted to interview.

Click here to see other opportunities with the American Heart Association. Be sure to follow us on Twitter to see what it is like to work for the American Heart Association and why so many people enjoy #TheAHALife at

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 with the American Heart Association

Job Location

Cincinnati, Ohio, United States

Position Type


Job Category: Administrative/Clerical

EOE Minorities/Females/Protected Veterans/Disabled