[Remote] Administrative & Project Coordinator, Clinical Studies

Note: The job is a remote job and is open to candidates in USA. The American Heart Association is dedicated to improving cardiovascular health and is looking for a Strategic Initiatives Coordinator for Clinical Studies. This role involves providing administrative support and project coordination within the Clinical Studies Team, managing communications, tracking project progress, and ensuring effective organization of meetings and documentation.

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
• Maintains 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

Skills

• 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
• Ability to travel up to 10% local and overnight stay
• Bachelor's degree in business administration or pertinent degree preferred
• Experience in health-related fields preferred

Benefits

• Benefits eligible
• The Association offers many resources to help you maintain work-life harmonization through your changing needs and life situations.
• Access to Heart U, our award-winning corporate university, as well as additional training and support, locally.
• 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;  eligibility for an incentive program is 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.
• Employee assistance program
• Employee wellness program
• 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.

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