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 is seeking a dynamic Event Planning Coordinator to support our fundraising campaigns and donor engagement events in the Delaware marketincluding events such as the Delaware Heart Ball and Wilmington Heart Walk (event assignments may change). This role is ideal for a high-energy, detail-driven event professional who thrives in fast-paced environments and is passionate about creating unforgettable experiences that drive meaningful impact. This office-based role in Newark, DE, offers the opportunity to work on some of our most visible and mission-critical events, engaging with influential community leaders, corporate partners, and high-level donors. You'll be part of a collaborative team of Event Planning Coordinators, supporting events across the region by providing day-of-event support and logistical expertise to ensure seamless execution. This is more than a jobit's a chance to be part of a movement. If you thrive in high-energy environments and want to use your talents to help save lives, we want to hear from you! 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.

What You'll Do

Lead and support planning for major fundraising events and donor experiences primarily in Central Virginia and potentially other areas. Collaborate with internal teams, vendors, and volunteers to manage event logistics, timelines, and execution. Maintain and manage data across multiple event systems related to leadership, donations, and planning. 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 office-based 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

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, Canva, 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. A smartphone is required. 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.

Compensation & Benefits

The expected pay range is $24.10 / hour to $28.12 / hour. Pay is commensurate with experience; geographic differentials may apply to the pay range. The American Heart Association reserves the right to pay more or less than the posted range. 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 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.