Administrative & Project Coordinator, Clinical Studies

Since our founding in 1924, we've cut cardiovascular disease deaths in half, but there is still so much more to do. To overcome today’s biggest health challenges and accelerate this progress, we need passionate individuals like you. Join our movement, be part of the progress, and help ensure a healthier future for all. You matter, and so does the impact you can make with us.

This position can be home-based, with a preferred location in the eastern time zone. It is a full-time, benefits-eligible, grant-funded opportunity. Current funding will expire July 31, 2031, with the possibility of extension.

Responsibilities

• 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, which may include booking rooms/venues, arranging technology and materials, preparing agendas, taking minutes, meeting evaluation, and ensuring timely follow-up.
• Manage, update, and organize all administrative and project files, records, and documentation.
• Maintain daily and weekly knowledge of ongoing operations in assigned activities.
• Prepare for meetings by compiling agendas, gathering background information, assembling briefing notes, PowerPoint templates, 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. Monitor deadlines, deliverables, and escalate issues proactively.
• Coordinate and manage communications with key stakeholders on behalf of the supervisor and the project team, ensuring timely responses and clear information flow.
• 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, flagging issues and making recommendations where necessary.
• 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 to meet project deliverables and deadlines.
• 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

• Compensation: Expected pay range is $41,000 to $55,000. Pay is commensurate with experience; geographic differentials may apply.
• Performance and Recognition: Rewarded for achieving success by merit increases and incentive programs.
• Benefits: Medical, dental, vision, disability, and life insurance, along with a robust retirement program that includes an employer match and automatic contribution.
• Employee Assistance Program: Includes employee wellness program, telemedicine, and medical consultation.
• Professional Development: Access to Employee Resource Groups (ERG), mentoring programs, and HeartU, the Association’s national online university with over 100,000 resources.
• Work-Life Harmonization: Paid Time Off (PTO) starting at a minimum of 16 days per year for new employees, increasing with seniority. Total of 12 paid holidays off each year, including several days off at the end of the year.
• Tuition Assistance: Financial assistance for employees pursuing further education and career development.