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 (the "Association") has an excellent opportunity for an Event Planning Coordinator. This position is hybrid, with 3-days in the Philadelphia office and 2 days remote. Position supports campaign events in and around Philadelphia and Southern NJ. This position will require periodic travel for events. This position is responsible for duties associated with supporting development team members in their fundraising efforts. Duties include handling data in several event management systems related to leadership, donations, and event logistics, handling event planning with vendors and volunteers, processing payments in the financial system, and collaborating with colleagues and departments on a variety of other important tasks that advance our mission. The Association offers many resources to help you maintain work-life harmony 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

Event Logistics

Whether planning a donor reception, a Heart Walk, or a Gala experience, the Event Planning Coordinator is responsible for helping to plan and implement a variety of events that will appeal to both current and potential donors.

• Coordinate logistical aspects of assigned events, ensuring seamless execution from start to finish
• Proactively research, secure, and manage vendors for event services, ensuring cost-effective solutions and compliance with Association guidelines
• Plan and coordinate event details, including venues, catering, entertainment, AV, and staging, while securing necessary legal approvals
• Implement Association risk reduction procedures to ensure the safety and success of each event
• Recruit, schedule, and train volunteers to assist with projects and events to ensure a positive experience
• Attend events to oversee setup, execution, and teardown, ensuring everything runs smoothly
• Act as a point of contact for vendors, supporters, sponsors, volunteers, and attendees, providing exceptional service and support
• Prepare ADA-compliant digital event communications for save the dates, invitations, event logistics, event programs, and other marketing materials as needed in coordination with Association marketing and communications professionals using Association design templates and branding guidelines
• Possible involvement in virtual event production, including coordinating event content, creating multi-media presentations, and providing technical support for digital experiences

Event Data Management

The Event Planning Coordinator is responsible for meticulously managing all event-related data, including financial, fundraising metrics, and donation details for assigned campaigns.

Financial Responsibilities

Help the American Heart Association maintain the trust of our volunteers, donors, and the public at large by ensuring adherence to accounting guidelines and processes regarding donation and payment processing.

Support Services

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

Qualifications

Want to help get your resume to the top? Take a look at the experience we require :

Preferred Qualifications, not mandatory to qualify :

Compensation & Benefits

Expected pay range will be $24.10 / hour to $29.00 / hour. Pay is commensurate with experience; geographic differentials to the pay range may apply. 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.