Executive Assistant

About The Company The American Heart Association has been a leading force in cardiovascular health since its founding in 1924. Over nearly a century, the organization has made significant strides in reducing cardiovascular disease deaths by half, demonstrating its commitment to improving public health. Despite these achievements, there remains a pressing need to address ongoing health challenges through innovative research, education, and advocacy. The American Heart Association is dedicated to building healthier lives through science and community engagement, striving to make a lasting impact on individuals and populations worldwide.

Our mission is to be a relentless force for a world of longer, healthier lives. We focus on science, policy, and community programs to foster breakthroughs and implement proven solutions. As part of our ongoing efforts, we seek passionate individuals who are committed to advancing cardiovascular health and making a meaningful difference in people’s lives. Join us in this vital movement and contribute to a future where everyone can enjoy a healthier, longer life.

About The Role We have an excellent opportunity for an Executive Assistant to join our National Corporate Relations team. This remote position provides high-level administrative support to three senior leaders: an Executive Vice President, a Senior Vice President, and a Vice President. The role is pivotal in enabling these leaders to operate efficiently by managing complex schedules, coordinating priorities, and anticipating needs in a dynamic, fast-paced environment. The Executive Assistant acts as a trusted partner, ensuring seamless communication and operational flow across various internal and external stakeholders.

The ideal candidate is proactive, highly organized, and exercises sound judgment. They thrive in environments requiring discretion, flexibility, and strong communication skills. This role offers a unique opportunity to work closely with senior leadership, contribute to strategic initiatives, and support the organization’s mission of building healthier lives. The position is remote, providing flexibility and access to the Association’s extensive resources, including Heart U, our award-winning corporate university, and additional training programs.

Qualifications

• Minimum of three (3) years of experience supporting senior executives; 5–10+ years preferred.
• High school diploma or equivalent required; Bachelor’s degree 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.
• Experience supporting C-suite or executive leadership teams (preferred).
• Experience in fast-paced, matrixed organizations (preferred).
• Proficiency in Microsoft Office Suite (Outlook, Teams, PowerPoint, Excel).

Responsibilities

• Manage highly complex and dynamic calendars for three senior leaders, including prioritization and conflict resolution.
• Coordinate internal and external meetings across multiple time zones and stakeholder groups.
• Prepare leaders for meetings by organizing materials, agendas, and briefing documents.
• Act as a strategic partner and gatekeeper to optimize leaders’ time and focus.
• Align competing priorities across senior leaders to ensure seamless execution.
• 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 arrangements 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 seek opportunities to improve processes and increase efficiency.

Benefits

• Competitive salary range of $55,000 – $60,000, commensurate with experience and geographic location.
• Comprehensive health benefits including medical, dental, and vision insurance.
• Disability and life insurance coverage.
• Robust retirement plan with employer matching and automatic contributions.
• Employee assistance programs, wellness initiatives, and telemedicine services.
• Access to Heart U, our online corporate university, with extensive learning resources.
• Paid Time Off (PTO) starting at 16 days annually, increasing with seniority, plus 12 paid holidays.
• Tuition assistance programs to support ongoing professional development.
• Work-life balance initiatives and flexible remote work arrangements.
• Opportunities for mentorship, employee resource groups, and career growth.

Equal Opportunity

The American Heart Association is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Qualified applicants will receive consideration without regard to race, ethnicity, gender, gender identity, religion, age, sexual orientation, national origin, disability, or protected veteran status. We adhere to all applicable laws and regulations to ensure fair and equitable employment practices.