American Heart Association Administrative Associate, Heart Walk in Philadelphia, Pennsylvania

Administrative Associate, Heart Walk

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 American Heart Association (AHA) has an excellent opportunity for an Administrative Associate in our Philadelphia, PA office. Responsibilities for the Administrative Associate will include supporting and assisting with the implementation of the Philadelphia Heart Walk as well as all other events that fall under the Heart Walk umbrella. Included in those responsibilities are coordinating all of the logistics for the event, inputting all income into databases, managing and recruiting volunteer committees and coordinating meetings and calendars of the Heart Walk staff. This Associate will need to be a self-motivated, independent worker who is able to multitask as well as enjoys handling a variety of office related tasks. This Associate will join the Philadelphia Heart Walk Team which has a goal of over $2,600,000 and brings over 15,000 participants to the event annually.

Essential Job Duties:

  • Utilizes appropriate data systems for managing accurate data including entering a high volume of customer/participant/company/sponsorship data.

  • Generates campaign, participant and sponsorship reports.

  • Manages Heart Walk e-mail campaigns and customizes event website template, maintains sponsor pages (back end contacts, location, schedule).

  • Provides support for the Heart Walk event by managing sponsorship tracking, contract management, matching gifts and other donations.

  • Assists a team of 5 Development Directors in preparing for committee and company meetings as needed. Attends committee meetings and records minutes as needed. Arranges for meeting space, room set-up, meals, equipment, etc.

  • Performs financial coding and A/P and A/R work, including managing budget reports (use of IQ4bis & E1)

  • Serve as a project manager to help provide administrative support to AHA’s signature fundraising event(s).

  • Oversees all logistics associated with Heart Walk and other events; secure and work directly with vendors.

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

  • At least 2 years of experience in an office setting as an administrative assistant or similar role

  • Two year degree in business/office/administrative field preferred

  • Excellent communication skills, both written and oral

  • Strong computer skills, proficiency with Microsoft Word, Excel, Power Point, database, reporting and financial tools with strong attention to detail/accuracy

  • Tech savvy with ability to learn and master new technology quickly

  • Strong Microsoft Publisher experience-ability to create and edit event collateral

  • Ability to complete administrative related tasks such as reviewing, responding to and typing letters, reviewing documents, manuals and other office correspondence

  • Independent, self-motivated worker

  • Analytical problem solving skills

  • Ability to manage multiple projects and timelines

  • Ability to prioritize and change direction quickly with tasks and projects

  • Ability to interact with all levels of business professionals

  • Excellent organizational skills

  • Willingness to work evenings and weekends when the job requires

  • Other duties as assigned.

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.

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.

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

Job Location

Philadelphia, Pennsylvania, United States

Position Type


Job Category: Administrative/Clerical

EOE Minorities/Females/Protected Veterans/Disabled