[Hiring] Executive Assistant @American Heart Association

Role Description

The Executive Assistant provides high-level administrative and operational support to three senior leaders: an Executive Vice President (EVP), Senior Vice President (SVP), and Vice President (VP). This role serves as a trusted partner, enabling leaders to operate at maximum effectiveness by managing complex schedules, driving coordination across priorities, and anticipating needs in a fast-paced, high-impact environment.

• Manage highly complex and dynamic calendars for three senior leaders, including prioritization, conflict resolution, and strategic alignment of time.
• Coordinate internal and external meetings across multiple time zones and stakeholder groups.
• Prepare leaders for meetings by ensuring materials, agendas, and briefing documents are organized and accessible.
• Act as a gatekeeper and strategic partner to optimize leaders’ time and focus.
• Align competing priorities across EVP, SVP, and VP to ensure seamless execution and minimal disruption.
• Anticipate needs, identify potential conflicts, and proactively resolve issues.
• Serve as a primary point of contact for internal and external stakeholders.
• Draft, review, and manage professional communications on behalf of executives.
• Build strong relationships across teams to facilitate collaboration and information flow.
• Prepare agendas, capture action items, and track follow-ups to ensure accountability.
• Support logistics for large-scale meetings, including travel, materials, and stakeholder coordination.
• Coordinate complex domestic and international travel arrangements.
• Support special projects and cross-functional initiatives as assigned.
• Maintain confidentiality of sensitive information and exercise discretion at all times.
• Continuously identify opportunities to improve processes and increase efficiency.

Qualifications

• Three (3) years of experience. 5–10+ years of experience supporting senior executives (VP level or above) is preferred.
• High school diploma or equivalent. Bachelor's degree is preferred.
• Proven ability to manage multiple high-level leaders simultaneously.
• Exceptional organizational, time management, and prioritization skills.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.

Requirements

• Experience supporting C-suite or executive leadership teams.
• Experience in a fast-paced, matrixed organization.
• Proficiency in Microsoft Office Suite (Outlook, Teams, PowerPoint, Excel).

Benefits

• The expected pay range is $55,000 - $60,000.
• Pay is commensurate with experience; geographic differentials to the pay range may apply.
• Compensation: Our goal is to ensure you have a competitive base salary. That’s why we regularly review the market value of jobs and make adjustments, as needed.
• Performance and Recognition: You are rewarded for achieving success through annual salary planning and incentive programs; eligibility for an incentive program is based on the type of position.
• Benefits: We offer a wide array of benefits including medical, dental, vision, disability, and life insurance, along with a robust retirement program that includes an employer match and automatic contribution.
• Professional Development: You can join one of our many Employee Resource Groups (ERG) or be a mentor/mentee in our professional mentoring program.
• Work-Life Harmonization: The Association offers Paid Time Off (PTO) at a minimum of 16 days per year for new employees.
• Tuition Assistance: We support the career development of all employees by providing financial assistance for further education.