Administrative & Project Coordinator

About the organization

The American Heart Association is a long-standing nonprofit focused on preventing and reducing cardiovascular disease and stroke through science, advocacy, education, and community programs. Since 1924, it has worked to improve heart and brain health, advance equitable health outcomes, and support healthier communities through research, policy, and public engagement. The organization emphasizes collaboration, inclusion, professional growth, and work-life balance.

Role overview

The organization is hiring a Strategic Initiatives Coordinator for Clinical Studies. This is a full-time, benefits-eligible role tied to grant funding, with an estimated initial duration of about one year and the possibility of extension depending on funding and business needs. The position is primarily home-based, with a preference for candidates in the Eastern time zone. The coordinator will support the Clinical Studies team by handling administrative coordination, project tracking, and communication with both internal and external partners. The role requires strong independence, organization, and attention to detail.

What you will do

• Support the supervisor with day-to-day administrative assistance, including calendar coordination, scheduling, and meeting setup.
• Organize meetings end to end, from planning and logistics to preparation and post-meeting follow-up.
• Draft and share professional communications for internal and external audiences.
• Act as the main contact for meeting-related requests, prioritizing inquiries and ensuring timely responses.
• Arrange virtual and in-person meetings, including venue booking, technology setup, and agenda preparation.
• Record meeting minutes and follow up on assigned action items.
• Maintain administrative and project files, records, and documentation.
• Monitor milestones, deadlines, and deliverables using project management tools.
• Prepare recurring status updates and reports for teams and leadership.
• Coordinate information flow with stakeholders and ensure clear, timely communication.
• Help build and maintain tracking tools, resource logs, and workflow documents.
• Look for ways to improve administrative and project processes for better efficiency.
• Work with Marketing and Communications teams to support promotion of initiatives and activities.
• Assist with on-site meetings, conferences, and high-level volunteer engagements when needed.
• Manage multiple priorities, surface risks, and provide practical recommendations.

Requirements

• Bachelor’s degree in business administration, health sciences, or a related discipline is preferred.
• At least 3 years of experience in administrative support or a similar function.
• Strong command of Microsoft Office tools, including Word, Excel, PowerPoint, and Outlook.
• Clear written and verbal communication abilities.
• Strong organization, planning, and process-management skills.
• Experience working with databases and software applications.
• Good understanding of business English, grammar, spelling, and punctuation.
• Ability to work both independently and collaboratively with minimal supervision.
• Strong problem-solving mindset and careful attention to detail.
• Customer-focused approach with solid interpersonal skills.
• Background in health-related work is an added advantage.
• Willingness to travel up to 10%, including local and overnight travel.

Benefits

• Annual pay range of $41,000 to $55,000, based on experience.
• Medical, dental, and vision coverage.
• Disability and life insurance protection.
• Retirement plan with employer match and automatic contributions.
• Paid time off starting at 16 days per year, with more added as seniority increases.
• 12 paid holidays each year.
• Employee assistance support and wellness programs.
• Access to the organization’s Heart U learning platform for professional development.
• Tuition support for further education and career growth.
• Flexible work options that support work-life balance.

Additional information

This role is grant-funded and may continue beyond the initial period if funding and organizational priorities allow. The employer is committed to equal opportunity, diversity, inclusion, and fair hiring practices. Qualified candidates are considered without regard to race, ethnicity, gender, gender identity, religion, age, sexual orientation, national origin, disability, or veteran status. Reasonable accommodations are available for applicants with disabilities in accordance with applicable law.