Event Planning Coordinator

Overview 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. Responsibilities What You’ll Do: Lead and support planning for major fundraising events and donor experiences. Collaborate with internal teams, vendors and volunteers to manage event logistics, timelines and execution. Process payments and monitor financials with accuracy and timeliness. Provide on-site support for events across the region, including occasional travel. Contribute to a high-performing team culture focused on excellence, innovation and mission impact. What We’re Looking For: Proven experience in planning and executing large-scale, high-profile events. Exceptional organizational skills and the ability to manage multiple priorities in a fast-paced environment. Strong communication and collaboration skills with a customer-service mindset. A proactive, solutions-oriented approach and a passion for making a difference. Experience with donor engagement and fundraising events is a plus. Key Details This is a hybrid position that will require travel to events and meetings, including overnight travel throughout the region. Non-exempt hourly position with a 37.5-hour work week. Must be willing to work outside of standard hours as needed, including occasional weekends in support of events. Event Logistics Plan and execute a variety of mission-driven events and meetings. Source and manage vendors, venues, catering, AV and entertainment, ensuring cost-effective solutions and compliance with the Association guidelines. Implement risk reduction procedures to ensure safe and successful events. Recruit, train, and schedule volunteers to support event execution. Serve as the on-site lead for setup, execution, and teardown. Act as the primary contact for vendors, sponsors, volunteers, and attendees, delivering exceptional service. Create ADA-compliant digital communications (invitations, programs, logistics) in coordination with marketing teams using Association templates and branding. Support virtual event production, including multimedia coordination and technical support. Event Data Management Maintain accurate and organized event data, including guest lists, sponsorships, seating, and donor benefits. Manage auction item data and associated revenue/donations with precision and compliance. Track and analyze donation and revenue data, correcting discrepancies and generating reports as needed. Financial Responsibilities Collaborate with fundraising teams to review revenue, accounts receivable/payable and ensure financial accuracy. Research discrepancies and assist with resolving past-due amounts. Process vendor payments and contracts in the financial system. Monitor event budgets and ensure cost-effective planning. Adhere to the Association’s Funds Handling and PCI procedures for all financial transactions. Support Services Maintain strong communication with directors and volunteers to ensure alignment on goals. Respond to internal and external inquiries with professionalism and timeliness. Support leadership with meeting coordination, documentation and special projects. Prepare presentations, sponsorship materials, correspondence, and meeting minutes. Work independently and collaboratively on recurring and ad hoc initiatives. Perform other duties as required. Note that responsibilities are subject to change. Qualifications Want to help get your resume to the top? Take a look at the experience we require. Required: High school diploma or equivalent. Minimum 3 years of experience in event management, project coordination, or administrative support. Strong attention to detail and ability to manage multiple tasks simultaneously. Proficiency in Outlook, Microsoft Teams, PowerPoint, Word, and Excel (skills subject to testing). Strong decision-making and problem-solving abilities. Excellent interpersonal skills with the ability to build relationships across all levels. Self-motivated, adaptable, and diplomatic. Comfortable working in a dynamic, fast-changing environment. Skilled in report preparation and proofreading. Requires access to reliable transportation at all times on an immediate basis. Ability to and/or move large objects (such as boxes) with the expectation that heavier items would be broken down into smaller components, or requesting additional assistance may be required before lifting and/or moving. Must be at least 18 years old and pass a background check. Preferred Qualifications, not mandatory to qualify: College degree or advanced certificate. Experience in nonprofit or mission-driven organizations. Design skills (Canva or similar). Experience with vendor negotiation and contract review. Ability to drive a box truck to and from events across state lines. Compensation & Benefits 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 through annual salary planning 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. As a mark of our commitment to employee well-being, we also offer an employee assistance program, employee wellness program and 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. Heart U 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. The American Heart Association’s 2028 Goal: Building on over 100 years of trusted leadership in cardiovascular and brain health, by 2028 the Association will drive breakthroughs and implement proven solutions in science, policy, and care for healthier people and communities. The greatest discoveries in health must reach everyone where they are. At American Heart Association | American Stroke Association, our mission is to be a relentless force for a world of longer, healthier lives, regardless of race, ethnicity, gender, gender identity, religion, age, language, sexual orientation, national origin and physical or cognitive abilities. In accordance with local and state laws where applicable, qualified applicants with arrest or conviction records will be considered for employment. EOE/Protected Veterans/Persons with Disabilities #J-18808-Ljbffr