Event Planning Coordinator

Event Planning Coordinator

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.

The American Heart Association has an excellent opportunity for an Event Planning Coordinator. This position will report to the Executive Director of Eastern NC and is responsible for supporting development team members in their fundraising efforts.

This is a home-based position that will require periodic travel for events across Eastern North Carolina, including but not limited to Wilmington, Greenville, New Bern, Wilson, Rocky Mount, and Tarboro.

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.

#TheAHALife is more than a company culture; it is our way of life. It embodies our commitment to work-life harmonization and is guided by our core values where our employees can thrive both personally and professionally. Discover why you will Be Seen. Be Heard. Be Valued at the American Heart Association.

Responsibilities

Some of your responsibilities will include:

Administrative Support Services

The Event Planning Coordinator is a key element in supporting a cohesive, efficient, and productive workplace. Duties include:

• Creating and updating Excel spreadsheets while meeting regularly with directors and volunteers to maintain open lines of communication to ensure objectives are being achieved.
• Maintaining a high level of service by responding to customer inquiries both internally and externally in a knowledgeable and timely manner.
• Preparing presentations, correspondence, and documentation in a timely manner.
• Preparing and communicating schedules and meetings, and ensuring deadlines are met.
• Working independently and within a team on special non-recurring and ongoing projects.
• Performing other duties as required to support the Directors, the Sr. Director, and the Executive Director.

Event Logistics

Whether planning a donor reception, a Heart Walk, or a Gala experience, the Event Planning Coordinator is responsible for helping to implement a variety of events that will appeal to both current and potential donors. Duties include facilitating logistical aspects of events such as:

• Securing and coordinating details with vendors for venues, catering, entertainment, AV, and staging, etc., and ensuring proper Association legal review and approval.
• Implementing and adhering to all Association-mandated risk-reduction procedures.
• Recruiting, scheduling, and training volunteers to assist with projects and events, ensuring a positive experience.
• Attending in-person events to coordinate setup, execution, and teardown.
• Acting as a point of contact for vendors, supporters, sponsors, volunteers, and attendees.
• Ensuring accuracy and adherence to the latest policies and practices of the Association.
• Monitoring event budget by coordinating and tracking invoices, expenses, and peripheral accounts.
• Preparing and distributing reports as requested.

Qualifications

• High School Diploma or equivalent.
• 3 years of prior administrative support experience in a related environment.
• Excellent attention to detail; organization of workflows and calendars; verbal and nonverbal communication; and highly effective organizational and time management skills.
• Ability to prioritize and develop solutions for effective decision-making.
• Ability to work independently, prioritize, and handle multiple tasks while managing multiple territories simultaneously.
• Proficient with all Microsoft Office applications (Word, Excel, PowerPoint, Publisher, Outlook).
• Ability to work outside of standard hours, which may involve some evenings and/or weekends.
• Ability and willingness to travel periodically throughout the assigned geographic territory.
• Ability to lift 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.

Preferred Qualifications:

• Proficient in Canva.
• Understanding of or prior experience in event or meeting management.

Compensation & Benefits

The American Heart Association invests in its people. Here are the main components of our total rewards package. Visit Rewards & Benefits to see more details.

• 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.
• 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.

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

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