Strategic Initiatives Coordinator, Clinical Studies-Remote

American Heart Association, Inc.; Dallas (TX); Remote; USD 41,000 - 55,000; Full time

Job summary

The American Heart Association is seeking a Strategic Initiatives Coordinator, Clinical Studies. This full-time, grant-funded role can be home-based with preference for the Eastern Time zone.

You will support the Clinical Studies Team with administrative duties, project coordination, reporting, and communications, helping ensure timely progress. Ideal candidates hold a bachelor's degree and at least three years of admin experience, strong Microsoft Office skills, and a collaborative mindset.

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

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 elevate 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

Effective communications

Process management

Organizational skills

Independent work

Team player

Education

Bachelor’s degree in business administration or pertinent degree

Tools

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Job description

The American Heart Association is seeking a Strategic Initiatives Coordinator, Clinical Studies. This full-time, grant-funded role can be home-based with preference for the Eastern Time zone.

You will support the Clinical Studies Team with administrative duties, project coordination, reporting, and communications, helping ensure timely progress. Ideal candidates hold a bachelor's degree and at least three years of admin experience, strong Microsoft Office skills, and a collaborative mindset.