Administrative Assistant (Framingham)

American Heart Association Compensation $30,000 plus benefits.What's your motivation? Opportunity. Creativity. Contribution. It's all part of working for the American Heart Association---where you can contribute professional growth with personal fulfillment. So if you're considering a rewarding career, consider the American Heart Association. We have an excellent opportunity for an Administrative Assistant in our Framingham, MA office.Provides administrative, logistical and secretarial support for events in the Founders Affiliate. Provides staff with organizational tools and systems to ensure that work flows smoothly. Uses appropriate software and databases to manage and manipulate data, and run reports as necessary. Responsible for data management, creation and compilation of event support materials, and providing high level of customer service to volunteers and event participants. Serves as switchboard operator on a rotating basis. MAJOR RESPONSIBILITIES:The Administrative Assistant provides administrative and secretarial support for events in the Founders Affiliate and provides staff with organizational tools and systems to ensure that work flows smoothly via:Administration:1. Using appropriate software and databases to manage and manipulate data and graphics, and running reports as necessary; including, but not limited to: a. Preparing correspondence, reports, spreadsheets, informational materials, and presentations using various graphic, database and word processing programs; b. Coordinating email, fax, and postal mail campaigns to distribute information to staff and volunteers on a timely basis; c. Ensuring that prepared materials are accurate and professional looking, and in compliance with the AHA Graphic Standards and Branding Guidelines, as per approvals from the AHA Communications department; d. Creating opportunities via volunteer websites to generate volunteerism for events.2. Responsibility for creative services for event support, including (as needed); a. Creation and/or coordination of event materials with printing vendors for invitations, brochures, ad journals, etc.; b. Securing/compilation of ads/copy from sponsors; c. Creating signage, bid sheets, and related materials for silent auctions.3. Proactively supporting event committees, sponsors, donors and the Regional Director by initiating new contact or follow-up phone calls and independently responding to inquiries. Identifying potential problems and working to identify and implement solutions. Types of calls may include: a. Responding to individuals offering assistance as volunteers; b. Securing talent for the event;4. In collaboration with the Offices Services Manager coordinates work for office volunteers to insure timely and accurate mailings. Responsible for ensuring that volunteers are trained to efficiently handle event registration and processing of auctions.5. Ordering supplies, materials, awards and related collateral materials as well as maintenance and/or assembly of all supplies/supply logs pertaining to their respective events.Budgeting:1. Maintaining and monitoring income and expenses for events within event budget constraints.2. Organization of and/or assistance with pre- and post-event fund collections and bank tally counts, and performing bank deposits of same. 3. Coordinating arrangements for meetings and conference calls of staff, volunteer groups, and others. Arranging logistics, including food service, AV needs, and materials in a timely and cost-effective manner.4. Preparing vouchers and check requests to process payments for event facilities, food. etc. and acquiring appropriate payment approval.5. Preparing vouchers to process payment for expenses, mileage and/or supplies, as needed.6. Preparing and sending out invoices for sponsorships and other accounts receivable on a timely basis. Sending follow-up notices for unpaid commitments.Customer Relations:1. Providing exemplary customer service to both internal and external customers.2. Modeling collaborative and positive work relationships with others. 3. Answering incoming emails and phone calls in a timely and efficient manner, routing inquiries and messages accordingly. Meetings:1. Organizing and/or attending meetings pertaining to related events such as; kickoffs, executive committee meetings, logistical meetings, honoree events, etc., and any applicable support staff or all field staff training or meetings. 2. Participating in AHA Heritage Affiliate activities held outside affiliate offices as required.3. Attending and participating in orientation meetings, kick-off events, and Heart Walk events as requested.4. At peak times, working extended hours, including evenings and weekends. Periodic travel within the tri-state area for training and staff meetings as necessary to achieve objectives. May be required to attend training at our National headquarters in Dallas, Texas. Please review the experience section below to see if you meet the qualifications for this position.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. To apply for this position or to see other opportunities with the American Heart Association please visit www.americanheart.org/careers We no longer accept mailed, faxed or e-mailed resumes. Please apply for positions directly through our website. Only those candidates deemed most qualified by the hiring manager will be contacted to interview. EOE M/F/V/D 1. Two years experience in managing administrative support functions, preferably in an environment dealing top level management.2. Comfortable working in a fast-paced, often time sensitive environment, and has the ability to multi-task and organize a heavy workload. Ability to work with minimal supervision.3. Possesses excellent problem solving skills, comfortable with math and adept at processing numbers appropriately.4. Above average communication and customer service skills. Ability to convey a positive and professional image.5. Able to compose correspondence, edit work for spelling and grammar, and present end product in a professional and visually appealing manner using AHA graphic standards, where needed.6. Advanced skills in all MS Office software applications, particularly database management.7. Ability to 'lift and/or move 25 lbs.8. Satisfactory background checks including consumer credit, motor vehicle, and criminal history.