Administrative Associate, Community Impact

  • American Heart Association
  • Milwaukee, WI, USA
  • Mar 27, 2019
Full time Health Care Nonprofit-Social Services

Job Description

Imagine all Americans enjoying ideal cardiovascular health free of heart disease and stroke. At the American Heart Association and American Stroke Association, we get to work toward that goal every day. Is it easy? No. Is it worthwhile? Absolutely.

This is satisfying and challenging work that makes a real difference in people's lives. We are where you can achieve professional growth with personal fulfillment. We are where you can connect people to making a lifesaving impact. We are where you can partner with individuals, schools, lawmakers, healthcare providers and others to ensure everyone has access to healthier lifestyle choices and proper healthcare. The American Heart Association is where you can make an extraordinary impact.


The American Heart Association (AHA) has an excellent opportunity for a Administrative Associate, Community Impact in our Midwest Affiliate office located in Milwaukee, WI. The Administrative Associate will be supporting our Sr. Community Impact Director, Community Impact Director, Communications Director and their events/initiatives.

Together this team seeks to help the AHA be “of the community” in their work with community organizations, employers and healthcare providers. We strive to bring science to life and meet people where they are as we address both the cardiovascular risk factors and social determinants of health that negatively impact SE Wisconsin’s overall health. We seek to write the story of our mission in SE Wisconsin and then share that story with the community. #LI-CS1

The Associate will play a key role in supporting AHA events and Collective Impact initiatives that seek to address these problems through alignment and coordination with other groups and organizations.

Major Responsibilities:

  • Act as administrative support/backbone for the Community Impact and Communications efforts in Milwaukee, specifically: .

  • Establish and maintain superior customer service relations with customers, vendors and volunteers by providing professional and friendly assistance within best practice guidelines, with proactive resolution of issues or needs.

  • Develop a strong working knowledge of AHA programs and events to serve as a frontline customer service provider for incoming questions and requests.

  • Assist with event logistics (contracts, speakers, event communication) for a variety of events but not limited to: Workplace Health Symposium and various committee meetings and events.

  • For major events (Heart Ball, Heart Walk, Go Red for Women), provide event support for Communications Director in terms of social media live feed, assist with run of show, etc.

  • Plan & execute social media campaigns for community impact PSE priorities & events in Milwaukee market.

  • Oversee incoming volunteer requests for the Milwaukee office and, as assigned, recruit/manage volunteers for a project/event.

  • Assist with management and monitoring of AHA-Wisconsin social media platforms and help with posting to the same.

  • Assist directors with database/information management with a high degree of emphasis on accuracy.

  • Process invoices / expenses. Keep current with the Affiliate budget numbers and accounting practices and is responsible for coding external billings, check requests and other Finance activities as directed.

  • Keep informed of current AHA-related news, and communicate with team members.

  • Develop, oversee and/or assist in the development of event brochures, invitations, flyers, “action alerts,” newsletters and other materials as needed. Utilize existing national and affiliate materials, products and recruitment tools. Manages the distribution and inventory for these materials.

  • Maintain an orderly filing system for correspondences, minutes and other documents.

  • Occasionally represent the organization at community events focused on collective health impact, health disparities, and workforce health.

  • Perform online web-based searches and research tasks.

  • Perform receptionist/switchboard duties as scheduled in office rotation including directing and transferring calls, managing voicemail and greeting system, and greeting and directing visitors, set up conference calls and office meetings.

  • Weekly knowledge of ongoing operations in assigned activities.

  • Keep informed of current AHA-related news, and communicate with team members.

  • Willingness to accept other duties and responsibilities as assigned by supervisor.


Want to help get your resume to the top? Take a look at the experience we require:

  • Must have earned a high school diploma or GED. College degree or some college a plus.

  • Minimum two years work experience in administrative or clerical, preferably with a voluntary health agency.

  • Experience in event planning, organizing, consultation and event management preferred.

  • Demonstrated knowledge of project management practices, techniques and trends.

  • Demonstrated ability to work on multiple projects/events simultaneously while effectively prioritizing specific tasks.

  • Demonstrated ability to attract, recruit and manage volunteers.

  • Must have at least intermediate knowledge and skill with Microsoft Office 2010 used for word processing, email, presentations, and spreadsheets. Advanced knowledge and skill with these programs preferred. These skills are subject to testing.

  • Ability to objectively evaluate, make effective decisions and develop alternative solutions.

  • Ability to work in a team environment and interact with all levels of American Heart Association staff, volunteers and the public. This includes ability and willingness to build and nurture relationships within and outside the American Heart Association. This also includes the ability to work cooperatively with others to leverage resources to achieve common goals.

  • Ability to be diplomatic, self-motivated, resourceful, tactful and flexible.

  • Knowledge of and skill in report preparation, proofreading and attention to detail.

  • Ability to function independently with minimal supervision.

  • Ability to acquire understanding and absorb new information rapidly.

  • Proven background and willingness to work in an atmosphere requiring flexibility and change.

  • Access to reliable transportation and ability to maintain valid driver’s license and auto insurance.

  • Ability to transport materials and other supplies to and from meetings and events.

  • Must pass background check.

  • Must be at least 18 years old.

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.

At American Heart Association | American Stroke Association, diversity, inclusion, and equal opportunity applies to both our workforce and the communities we serve as it relates to heart health and stroke prevention.

Be sure to follow us on Twitter to see what it is like to work for the American Heart Association and why so many people enjoy #TheAHALife

EOE Minorities/Females/Protected Veterans/Persons with Disabilities