American Heart Association Executive Assistant - Madison in Madison, Wisconsin

Executive Assistant - Madison

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Job Description

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

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 American Heart Association (AHA) has an excellent opportunity for an Executive Assistant in our Midwest Affiliate located in our Madison, Wisconsin Office . This Executive Assistant position will provide administrative support that helps ensure effective execution of American Heart Association health impact goals and objectives in the assigned areas. Assistant will be responsible for supporting the Senior Vice President and Development Staff in the following area:

Corporate Development: Focuses on fundraising opportunities with corporations through the Heart Walk, Heart Ball, Go Red for Women Luncheon, and other fundraising related events. Also promotes workplace giving programs in companies.

Essential Job Duties:

  • Develop, input, and maintain information in appropriate computer software programs, including but not limited to SharePoint, Microsoft Office, Blackbaud, Greater Giving, Convio and E1, to include data reporting. Strong Excel skills are required.

  • Perform general accounting/bookkeeping processes for billings, check requests, expense reports, income reporting, and other applicable financial transactions. Keep current with the Affiliate budget numbers. Serve as Affiliate Accounting Liaison for office which includes participating in teleconferences and providing feedback about finance processes.

  • Maintains and processes reports and forwards them to appropriate staff. This includes summary, monthly reconciliation, and lockbox reports.

  • Maintain an orderly filing system for correspondences, minutes and other documents. Work as a team member with their assigned department(s) and management team to maintain and keep current the area’s central files and affiliate database.

  • Establish and maintain superior customer service relations with sponsors, customers, volunteers and donors by providing professional and friendly assistance within best practice guidelines, with proactive resolution of issues or needs.

  • Assist immediate supervisor and assigned staff with booking travel arrangements and general maintenance of his/her calendar.

  • Attends appropriate events, meetings, and conferences. Assists with set-up, registration, helps create necessary presentations, ordering food and supplies/materials, preparing supplies/materials, and organizing other American Heart Association staff at events, meetings, and conferences as appropriate. May serve as an American Heart Association representative at events, meetings, and conferences.

Required Experience

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

  • High School Diploma or equivalent required. College degree or some college a plus.

  • Must have at least 2 years of experience in a related role. Executive support experience preferred.

  • Must have at least intermediate knowledge and skill with Microsoft Office 2010 or higher used for word processing, email, presentations, and spreadsheets. Advanced knowledge and skill with these programs is preferred. These skills are subject to testing.

  • Ability to maintain discretion with confidential information.

  • Ability to work in a team environment and interact with all levels of American Heart Association staff, volunteers and the public. This includes ability and willingness to build and nurture relationships within and outside the American Heart Association. This also includes the ability to work cooperatively with others to leverage resources to achieve common goals.

  • Ability to lift and/or move up to 20 pounds withthe expectation that items in excess of 20 pounds would be broken down intosmaller components or additional assistance is required before lifting and/ormoving.

  • Must be 18 years of age

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

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Job Location

Madison, Wisconsin, United States

Position Type


Job Category: Administrative/Clerical

EOE Minorities/Females/Protected Veterans/Disabled