Executive Assistant/Office Manager

About ACHA

The Adult Congenital Heart Association (ACHA) is a national patient advocacy organization empowering the congenital heart disease (CHD) community by advancing access to resources and specialized care for nearly two million adults living with CHD in the United States. ACHA brings together patients, caregivers, healthcare providers, researchers, and advocates to improve patient-centered outcomes. Learn more at www.achaheart.org.

Position Summary

ACHA is relocating its headquarters to Columbia, MD and the Executive Assistant & Office Manager will play a pivotal role in establishing and managing the organization’s operations at that location. The Executive Assistant will carry out administrative responsibilities to support the President & CEO and will serve as the staff assistant to ACHA’s Board of Directors. The position will also oversee regular office functions and provide secondary administrative support to ACHA’s finance, fundraising and mission departments.

This is a full-time, office-based position located in Columbia, MD.

Key Responsibilities

• Schedule meetings and conference calls for the CEO and maintain CEO’s calendar; schedule travel and accommodations as necessary; process CEO’s monthly expense reports.
• Schedule staff, Board and committee Zoom meetings; manage meeting logistics and prepare materials such as agendas, minutes, dashboards and other key documents.
• Work with Management and Board leadership to regularly review and update key documents (such as by-laws and policy manuals) as necessary.
• Manage logistics and serve as project team lead for planning and executing annual in-person Board and Staff retreats.
• Act as the main office liaison, including answering phones/transferring calls, opening/processing mail, preparing bank deposits, managing supplies and equipment needs, serving as primary point for contact for office technology vendors, and general office upkeep.
• Ensure accurate and timely processing of ACHA donations, including database entries and processing acknowledgement and tribute letters.
• Track inventory, organize, and order/reorder all ACHA-branded print materials and giveaways); fulfill online store orders.
• Handle preparation and shipment of materials (registration materials, banners, promotional items, brochures, leave-behinds, etc.) from the national office to Walk for 1 in 100 events, Advocacy Days, trade and regional conferences and other events as needed.
• Process large mailings across the organization, which may include mailings to donors, medical centers and/or key cohorts such as peer mentors, Medical Advisory Board, Patient and Family Advisory Board, etc.
• Coordinate shipping of donor appreciation gifts and incentives throughout the year.
• Process Medical Professional Membership fees in Raiser’s Edge and coordinate shipping of membership welcome packets and other provider-focused mailings.
• Maintain high-level knowledge of all ACHA programs and activities to answer general questions.
• Other duties as assigned.

Qualifications

• A minimum of a BA/BS preferred.
• A minimum of 3-5 years of relevant work experience required.
• Superior organizational, written and oral communication skills. Outstanding attention to detail is required.
• Successful at handling multiple responsibilities and competing priorities.
• Position will have access to sensitive information and, therefore, the ability to maintain a high level of confidentiality is required.
• Relationship-driven, with a history of fostering strong, productive connections with internal and external stakeholders.
• Ability to be self-starting, self-sufficient and independently focused, with minimal supervision.
• Ability to critically assess systems and procedures and suggest improvements.
• Proven computer competency, with strong hands-on capability in the Microsoft Office Suite; experience in contact management databases, such as Raiser’s Edge preferred.
• Familiarity with non-profit administration and board governance preferred, but not required.

Position Details

• Full-time (40 hours/week) position based in the ACHA office in Columbia, MD
• Minimal travel (less than 5%) may be required, primarily in the Mid-Atlantic region.
• Total compensation is inclusive of competitive salary plus comprehensive benefits including health, dental, vision, life and disability plans; retirement match; 11.5 paid company holidays, 4 personal days, and 25 days of paid time off (PTO) annually

To Apply

Email cover letter, resume, and salary requirements as PDF or Word documents to hr@achaheart.org with "Executive Assistant & Office Manager” in the subject line.

Applications reviewed on a rolling basis.

ACHA is an equal opportunity employer committed to diversity and inclusion.

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Work Location: In person