[Hiring] Administrative & Project Coordinator, Clinical Studies @American Heart Association

Role Description

This individual will be responsible for personal administrative support and project coordination within the Clinical Studies Team. Responsibilities include:

• Providing administrative support to assigned staff across all aspects of their duties.
• Managing project communications, tracking progress, and preparing reports.
• Working independently with minimal supervision.
• Demonstrating strong project management skills.
• Cultivating positive relationships and maintaining a results-oriented approach.

Specific responsibilities include:

• Provide administrative and personal support to supervisor, including calendar management, scheduling, and meeting logistics.
• Plan, organize, and manage all aspects of meetings (scheduling, logistics, preparation and distribution of materials, minute-taking, and follow-up).
• Coordinate and prepare communications for internal and external stakeholders, ensuring consistent and professional messaging.
• Serve as the first point of contact for meeting inquiries with the supervisor, prioritizing requests, and ensuring appropriate follow-up.
• Support team on meetings and logistics such as planning and coordinating virtual and in-person meetings.
• Manage, update, and organize all administrative and project files, records, and documentation.
• Prepare for meetings by compiling agendas, gathering background information, and ensuring all supporting materials are ready in advance.
• Support on-site meetings, including conferences and high-level volunteer groups.
• Track project progress using project management tools.
• Coordinate and manage communications with key stakeholders on behalf of the supervisor and the project team.
• Regularly generate and distribute status reports for project teams and leadership.
• Assist with creation and maintenance of resource tracking tools, contact distribution lists, and workflow documents.
• Anticipate and manage competing deadlines and priorities for both administrative and project duties.
• Proactively identify and implement enhancements to administrative and project processes for increased efficiency and effectiveness.
• Maintain excellent time management and communication skills with both internal and external partners.
• Coordinate with Marketing and Communications teams to promote initiative resources and activities.

Qualifications

• Bachelor’s degree in business administration or pertinent degree preferred.
• Three (3) years of administrative support and/or relevant experience.
• Effective written and verbal communications.
• Excellent process management and organizational skills.
• Experience with Microsoft Office suite skills including Word, Excel, PowerPoint and Outlook.
• Proficiency in computer programs, including database management, and software applications.
• Knowledge of business English, spelling, grammar, and punctuation.
• Ability to work independently with minimal supervision as well as be a collaborative team player.
• Ability to work in a team environment and interact with all levels of American Heart Association staff, volunteers and the public.
• Ability to be dynamic, detail-oriented, multi-task, and re-prioritize in a fast-paced environment.
• Strong problem-solving skills.
• Skill and ability in providing customer service at an excellent level to internal and external customers and partners.
• Experience in health-related fields preferred.
• Ability to travel up to 10% local and overnight stay.

Benefits

• The expected pay range will be $41,000 to $55,000.
• Competitive base salary with regular market value reviews.
• Merit increases and incentive programs for achieving success.
• Wide array of benefits including 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.
• Professional development opportunities including Employee Resource Groups (ERG) and mentoring programs.
• Paid Time Off (PTO) at a minimum of 16 days per year for new employees.
• Total of 12 paid holidays off each year.
• Tuition Assistance program for further education and career development.