Overview

Now is the time to join us and make a difference. Be a relentless force for a world of longer, healthier lives. Here at the American Heart Association, you matter and so does your career.

The American Heart Association has an excellent opportunity for an Executive Assistant based out of our National Center office located in Dallas, TX!

This is a full time, benefits eligible, grant funded opportunity. Current funding will expire on 06 / 30 / 2024.

The Association offers many resources to help you maintain work-life harmonization through your changing needs and life situations.

To help you be successful, you will have access to Heart U, our award-winning corporate university, as well as additional training and support, locally.

TheAHALife is our company culture, our way of life, reflecting our diversity and inclusion, our focus on work-life harmonization and our Guiding Values.

Discover why you will Be Seen. Be Heard. Be Valued™ at the American Heart Association by following us on LinkedIn , Instagram , Facebook , Twitter , and at heart.org.

Responsibilities

The Executive Assistant will support the EVP, Strategy Integration & Field / Customer Relations / Volunteerism and the Chief of Staff to the CEO.

Maintains supervisors’ calendars of appointments and makes arrangements for committee meetings, department / staff meetings, task force, working group meetings, and / or council leadership committee meetings.

Executes meeting planning for a variety of meetings, including all aspects of logistics and communications related to the meetings.

Performs record keeping and takes meeting minutes / notes as needed. Prepares agendas and support materials for these meetings as needed.

Prepares and processes all correspondence. Proof-reads and distributes all such correspondence, reports, presentations, etc.

Manages project timelines and deadline compliance, while effectively communicating project statuses and related information as required to achieve goals.

Coordinates calendars, appointments, meetings and conference calls with volunteers and other National Center staff; provides agendas and support materials for scheduled appointments.

Successfully completes multiple duties and projects while managing competing demands and priorities.

Contributes to departmental goals by maintaining ongoing working knowledge of department's budget, policies, and procedures.

Utilizes vendor and / or AHA systems (e.g. E1, COI, Workday, etc.) efficiently and competently to complete duties / projects.

Qualifications

Some college education.

5 to 8 years of work-related experience.

Experience in business administration, office procedures, complex executive correspondence and meeting coordination.

Excellent skills in written, oral and interpersonal communication, including business writing.

Advanced skills in one or more Microsoft Office applications such as Word, PowerPoint, Excel along with the ability to train others on system usage.

Ability to work independently, prioritize work assignments, and meet deadlines.

Ability to work in a team environment and interact with industry, staff, volunteers, and public.

Ability to conceptualize, reason through problems, make effective decisions, and develop alternative solutions.

Accounting experience and excellent math skills, including the ability to analyze numbers and to reconcile accounts.

Compensation & Benefits

The American Heart Association invests in its people. Here are the main components of our total rewards package. Visit Rewards & Benefits to see more details.

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 by merit increases and incentive programs, 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.

As a mark of our commitment to employee well-being, we also offer an employee assistance program, employee wellness program and telemedicine, and medical consultation.

Professional Development You can join one of our many Employee Resource Groups (ERG) or be a mentor / mentee in our professional mentoring program.

HeartU is the Association’s national online university, with more than 100,000 resources designed to meet your needs and busy schedule.

Work-Life Harmonization The Association offers Paid Time Off (PTO) at a minimum of 16 days per year for new employees. The number of days will increase based on seniority level.

You will also have a total of 12 paid holidays off each year, which includes several days off at the end of the year.

Tuition Assistance - We support the career development of all employees. This program provides financial assistance to employees who wish to further their education and career in relation to their current duties and responsibilities, or for potential future positions in the organization.

The American Heart Association’s 2024 Goal : Every person deserves the opportunity for a full, healthy life. As champions for health equity, by 2024, the American Heart Association will advance cardiovascular health for all, including identifying and removing barriers to health care access and quality.

Executive Assistant

PrideStaff has partnered with our client in Dallas as they looking for an Executive Support Phenom to join their team.

The Executive Assistant provides a high level of support to the Tax Executive and Tax Team by executing various, complex tasks from calendar management to tracking tax returns, and planning events.

Essential Functions

Manage various calendars, schedules appointments and provide itineraries when requested

Arrange meeting and conference room scheduling, detailed travel plans and itineraries.

Assist with preparation of department budget; review expense variances

Process expense reports and prepare for reimbursement

Prepare complex business communications, presentations and reports.

Advanced PowerPoint and Excel skills required

Tax specific functions :

Maintain the tax department calendar, track due dates for tax returns and payments.

Coordinate filing of tax returns; maintain tax database and spreadsheet files.

Review and maintain tax software for team

Required Skills

Analytical Skills Problem Solving Technical Skills Communication Organizational Skills Motivated Resourceful

Education, Knowledge and Experience

Bachelor’s Degree is required

Minimum of 3-5 years of administrative support experience.

Strong proficiency in Microsoft Outlook, Word, Excel and PowerPoint

Compensation / Pay Rate (Up to) : $70,000.00 - $80,000.00 Per

Description

Summary :

This position is responsible for providing overallsecretarial support to the Vice President(s) to whom assigned toaccomplish daily workloads with duties including or comparable tothose indicate below.

The Executive Assistant handles a widevariety of situations involving the clerical and administrativefunctions of the executive offices, which often cannot be broughtto the attention of the executive.

The Executive Assistant servesas liaison between the Executives, Medical Staff, Board members,major donors, associates and the public, making independentdecisions when appropriate and working as part of a team foroverall support of executives.

Maintain executive’s calendar, schedulingmeetings and appointments as requested; on own initiative,establishes appointment priorities, reschedules or refusesappointments or invitations, and draws attention to important datesor conflicts.

Prioritizes own time according to workload demands.

Plans, coordinates and participates inadministrative and board-level meetings, following guidelines inHospital Bylaws, JCAHO Administrative and Board standards and otherregulatory entities, schedules meeting rooms;

orders catering;prepares agendas; does timely mail-outs; takes and transcribesminutes; coordinates follow-up actions; and, works directly withCommittee Chairs.

• Provides polite, courteousand professional reception and telephone service; tactfullydetermines nature and urgency of business;
• answers inquiries andresolves conflicts independently whenever possible using ownjudgment and knowledge of hospital operations;

refers toappropriate person if necessary.

• Readsincoming correspondence; determines deadlines and suspense dates;checks accuracy of documents requiring executive’s signature;
• summarizes content if needed; provides necessary backup materialfor executive’s review; offers advice or initiates reply ifappropriate;

and, coordinates follow-up as necessary.

Composes correspondence requiringunderstanding of hospital operations and policies; researches andprepares special projects or presentations;

initiates and maintainslarge and complex paper and electronic filing systems, developsmethod for organizing and retrieving information.

• Makes complex travel arrangements forindividual executives or groups, authorizing airline travel,lodging, conference rooms, catering, audio-visual equipment.
• In the executive’s absence, responds torequests for action or information; if necessary relays to theappropriate staff member;

intercepts requests and helps implementaction; insures timely response; decides whether executive shouldbe notified of important or emergency matters.

• Provides assistance and training to peers andsubordinates on equipment, hospital policies and workplacestandards. Supervises clerical support as needed.
• Demonstrates competence to perform assignedresponsibilities in a manner that meets the population-specific anddevelopmental needs of the members served by the department.
• Appropriately adapts assigned clientassessment treatment, and / or care methods to accommodate the uniquephysical, psychosocial, cultural, age specific and otherdevelopmental needs of each client served.
• Takes personal responsibility to ensurecompliance with all policies, procedures and standards aspromulgated by state and federal agencies, the hospital, and otherregulatory entities.
• Performs all duties in amanner that protects the confidentiality of patients and does notsolicit or disclose any confidential information unless it isnecessary in the performance of assigned jobduties.
• Performs other duties asassigned.

Requirements :

High School Diploma

Work Type : Full Time

Full Time

Executive Assistant(

Job Number : 25374)

25374)

Employee Status

RegularSchedule : Full Time

Primary Location

Dallas, TX

Description

At Moss Adams, we champion authenticity. For us, that means fostering a culture of talented people who care about you, about our clients, and about our communities.

Here, you’ll work towards our mission of empowering others to embrace opportunity, growing as a leader along the way. Our firm’s size, middle-market clients, customized career paths, and supportive culture make this a reality.

Join a values-driven firm where you’ll have fun while solving complex and interesting business challenges.

Introduction to the team

The Executive Assistant performs various administrative tasks and provides proactive and high-impact executive-level support to their assigned executives, location, and teams.

Independent and sound business judgment is required to plan, prioritize, and organize a diversified workload in a fast-paced environment.

The successful Executive Assistant is flexible, resourceful, a strong written and verbal communicator anticipates needs, maintains confidentiality, and provides high customer service.

Individuals who thrive at Moss Adams exhibit the following success skills Collaboration, Critical Thinking, Emotional Intelligence, Executive Presence, Growth Mindset, Intellectual Curiosity, and Results Focus.

Responsibilities :

• Proactively manage calendars and travel logistics for assigned executives
• Assist with the production of client deliverables
• Draft, edit and proofread business correspondence and presentations
• Serve as a liaison for internal and external clients, including screening phone calls, facilitating client communications to the appropriate client service staff, and following up with clients, when appropriate
• Manage time and expense entry for assigned executives
• Assist with engagement management activities as needed such as billings and new client acceptance
• Assist with support of marketing / practice development activities, including events, marketing materials, Client Relationship Management data maintenance, and industry group support
• Leverage internal network and teams to effectively manage workflow
• Other duties and special projects as assigned

Qualifications :

• High School Diploma / GED required
• Minimum of 1 year of related experience required, preferably in an executive support role; experience in a professional services environment preferred
• Must be legally authorized to work in the United States on a full-time basis upon hire. Moss Adams will not consider candidates for this position who require sponsorship for employment visa status now or in the future (e.g., H-1B status)
• Intermediate Microsoft Office Suite skills; advanced skills preferred
• Excellent written and verbal communication skills
• Judgement and ability to prioritize to effectively manage work load
• Ability to handle sensitive situations and confidential information with discretion
• Ability to work effectively with teams and independently
• Good problem solving and analytical skills; ability to identify process improvement suggestions
• Ability to travel as needed, approximately 5%
• May require some overtime hours

Moss Adams is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or any other characteristic protected by law.

Moss Adams complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities.

If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and / or to receive other benefits and privileges of employment, please contact .

California, Colorado, NYC, and Washington require employers to disclose the pay range in job postings. This is the typical range of pay for the position;

however, actual pay may vary based on experience, skillset, and location. This position may be eligible for an annual discretionary bonus.

For more information about our benefit offerings and other total rewards, visit our page.

Job Description

Summary :

This position is responsible for providing overall secretarial support to the Vice President(s) to whom assigned to accomplish daily workloads with duties including or comparable to those indicate below.

The Executive Assistant handles a wide variety of situations involving the clerical and administrative functions of the executive offices, which often cannot be brought to the attention of the executive.

The Executive Assistant serves as liaison between the Executives, Medical Staff, Board members, major donors, associates and the public, making independent decisions when appropriate and working as part of a team for overall support of executives.

Maintain executive’s calendar, scheduling meetings and appointments as requested; on own initiative, establishes appointment priorities, reschedules or refuses appointments or invitations, and draws attention to important dates or conflicts.

Prioritizes own time according to workload demands.

Plans, coordinates and participates in administrative and board-level meetings, following guidelines in Hospital Bylaws, JCAHO Administrative and Board standards and other regulatory entities, schedules meeting rooms;

orders catering; prepares agendas; does timely mail-outs; takes and transcribes minutes; coordinates follow-up actions; and, works directly with Committee Chairs.

• Provides polite, courteous and professional reception and telephone service; tactfully determines nature and urgency of business;
• answers inquiries and resolves conflicts independently whenever possible using own judgment and knowledge of hospital operations;

refers to appropriate person if necessary.

• Reads incoming correspondence; determines deadlines and suspense dates; checks accuracy of documents requiring executive’s signature;
• summarizes content if needed; provides necessary backup material for executive’s review; offers advice or initiates reply if appropriate;

and, coordinates follow-up as necessary.

Composes correspondence requiring understanding of hospital operations and policies; researches and prepares special projects or presentations;

initiates and maintains large and complex paper and electronic filing systems, develops method for organizing and retrieving information.

• Makes complex travel arrangements for individual executives or groups, authorizing airline travel, lodging, conference rooms, catering, audio-visual equipment.
• In the executive’s absence, responds to requests for action or information; if necessary relays to the appropriate staff member;

intercepts requests and helps implement action; insures timely response; decides whether executive should be notified of important or emergency matters.

• Provides assistance and training to peers and subordinates on equipment, hospital policies and workplace standards. Supervises clerical support as needed.
• Demonstrates competence to perform assigned responsibilities in a manner that meets the population-specific and developmental needs of the members served by the department.
• Appropriately adapts assigned client assessment treatment, and / or care methods to accommodate the unique physical, psychosocial, cultural, age specific and other developmental needs of each client served.
• Takes personal responsibility to ensure compliance with all policies, procedures and standards as promulgated by state and federal agencies, the hospital, and other regulatory entities.
• Performs all duties in a manner that protects the confidentiality of patients and does not solicit or disclose any confidential information unless it is necessary in the performance of assigned job duties.
• Performs other duties as assigned.

Requirements :

• High School Diploma