Event Planning Director, Dallas

Event Planning Director, Dallas

The American Heart Association has an exciting Event Planning Director position available in our Dallas regional office. The Director of Events is responsible for preparing all event documentation and execution while coordinating with AHA development, property/venue departments, and donors/volunteers to ensure consistent, high-level service experience throughout pre-event, event, and post-event phases of property events. Duties will include management of outside vendor relations that require the ability to make final decisions about elements and logistics of all Greater Dallas area events, including venues, walk routes, fence staging, tenting, banner production and distribution, signage production, and/or premium orders. The Director will need to make independent decisions regarding decorations, room and site set-up, and production material orders. Attention to detail and management of the production timeline and schedule for collateral materials in the office, e.g., invitations, brochures, and programs, is critical. This will require the ability to negotiate with outside vendors on pricing, paper, print quality, and quantities to the approved budget for the market. This is an office-based position that offers a hybrid schedule. Our office is located in Irving, TX. The Association offers many resources to help you maintain work-life harmonization through your changing needs and life situations. To help you be successful, you will have access to Heart U, our award-winning corporate university, as well as additional training and support, locally.

Responsibilities:

• Vendor Management: researches and negotiates to secure the most appropriate and cost-effective relations with outside vendors
• To include: obtaining several bids and reviews
• Venue Management : researches and negotiates to secure the most appropriate and cost-effective relations with venues
• To include receiving approval of F&B minimums, venue fees and misc. expensed related to the venue
• Creating a menu within budget
• Day-of-Event management :
• To include decorations, set up and tear down management and/or execution
• Budget Management : tracking direct expenses for FY and EY across all events
• Submitting invoices in a timely manner and staying in line on the budget targets
• Timeline Management : responsible for overall communication timing and schedules and collateral timelines and deadlines for all events
• Volunteer Management : determine amount of volunteer support for each event and create job descriptions, on-site Volunteer management, work with event chairs to achieve their overall look and feel of the event.
• Contractor Management : work closely with Heart Walk independent contractors on all specific walk logistics
• Position requires periodic travel throughout the designated local markets in the Greater Dallas area

Qualifications:

• University/College degree or equivalent experience
• 5 years of relevant experience in event logistics & event management.
• Prior vendor and volunteer management experience a plus.
• Knowledge of the principles and practices of complex meeting management.
• Excellent verbal and written business communications skills.
• Ability to anticipate and satisfy customer needs; to work independently and take initiative; to solve problems creatively and effectively; to meet and interact with all levels of American Heart Association staff and volunteers.
• Proficiency in Microsoft Office programs, knowledge of database programs a plus.
• Proficiency in design (Canva preferred).
• Able to lift at least 20 lbs. from the ground to waist level with or without reasonable accommodations.
• Ability to work evenings/weekends, when necessary, with reliable transportation.

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.
• 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.