Event Planning Coordinator
Event Planning Coordinator
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Overview
Since our founding in 1924 weve cut cardiovascular disease deaths in half but there is still so much more to do. To overcome todays 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 officebased position is located in Glen Allen VA or surrounding area and supports campaign events in southwestern Virginia including Danville burg and the Roanoke Valley. It will also provide backup support for events in our Richmond and Hampton Roads markets. 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 managing 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.
- This is an officebased position which will require travel to events and meetings including overnight travel.
- Nonexempt hourly position with a 37.5hour work week
- Must be willing to work outside of standard hours as needed including occasional weekends in support of events.
The Association offers many resources to help you maintain worklife harmonization through your changing needs and life situations. To help you be successful you will have access to Heart U our awardwinning corporate university as well as additional training and support locally.
#TheAHALife is our company culture our way of life reflecting commitment to fostering an inclusive environment our focus on worklife harmonization and our Guiding Values. Discover why you will Be Seen. Be Heard. Be Valued at the American Heart Association by following us on LinkedIn Instagram Facebook X (formerly Twitter) and at heart.jobs.
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 which will appeal to both current and potential donors.
- Coordinate logistical aspects of assigned events ensuring seamless from start to finish
- Proactively research secure and manage vendors for event services ensuring costeffective 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 proceduresto 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 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 multimedia presentations and providing technical support for digital experiences
Event Data Management
The Event Planning Coordinator is responsible for meticulously managing all eventrelated data including financial fundraising metrics and donation details for assigned campaigns. This role involves handling pivotal guest information auction item data and associated revenue/donations.
- Manage Event Data:Collect organize enter and maintain comprehensive event data including guest names contact information table assignments sponsorship/donor benefits and other key notes relevant to the event
- Auction Item Data: Oversee the collection management and entry of auction item data guaranteeing precise and prompt documentation in accordance with compliance standards.
- Donation & Revenue Tracking Data Quality and Analysis: Manage and monitor donation information ensuring accurate and timely recording. Correct irregularities as needed
- Generate reports from various systems as needed
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.
- Review Financial Reporting:Collaborate with fundraising teams to review campaign revenue reports accounts receivable and accounts payable reports ensuring accuracy and completeness
- Research customer discrepancies and pastdue amounts with the assistance of the Staff Accountant and other team members
- Input requests for payments in financial system for vendor contracts and invoices
- Monitor and manage event budgets ensuring costeffective planning and adherence to financial guidelines
- Adhere to American Heart Association Funds Handling and PCI Procedures for checks cash and credit card transactions
Support Services
The Event Planning Coordinator is a key element in supporting a cohesive efficient and productive workplace.
- 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
- Performing other duties as required to support Directors/Sr. Directors Vice Presidents and Senior Vice Presidents
- Assisting in the coordination and of leadership and board meetings
- Preparing presentations correspondence and documentation in a timely manner including meeting minutes
- Working independently and within a team on special nonrecurring and ongoing projects
Qualifications
Want to help get your resume to the top Take a look at the experience we require:
- Must have earned a high school diploma or equivalent.
- At least three years experience in administrative work project coordination and/or event management systems with strong attention to detail.
- Experience in event planning organizing consultation and event management preferred.Proficient in using web conferencing software (Zoom Microsoft Teams etc.
- Demonstrated ability to work on multiple tasks concurrently.
- Must have intermediate skills in PowerPoint Word and Excel. Advanced knowledge and skill with these programs is preferred. These skills are subject to testing.
- Ability to objectively evaluate make effective decisions and develop alternative solutions.
- Ability to work in a team environment and interact with all levels of American Heart Association staff volunteers and the public. This includes ability and willingness to build and cultivate relationships within and outside the American Heart Association.
- Ability to be diplomatic selfmotivated resourceful considerate and tactful.
- Willingness to work in an atmosphere requiring flexibility and change. Validated ability to respond quickly to changing ideas responsibilities expectations strategies and other processes at work.
- Knowledge of and skill in report preparation proofreading and attention to detail.
- Requires access to reliable transportation at all times on an immediate basis.
- Ability to transport materials and other supplies to and from meetings and events.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 pass background check and must be at least 18 years old.
Preferred Qualifications not mandatory to qualify:
- Nonprofit experience.
- Digital event production experience.
- Design skills preferably in Canva or similar.
- Knowledge of email marketing basics.
- Experience using Tableau reports.
- Proficient in Microsoft SharePoint and Teams.
- Experience with vendor negotiation and contract review.
Attracting dedicated committed employees means offering a competitive benefits package ongoing professional development and training and a diverse and inclusive environment in which to work and grow. And we do.
Compensation & Benefits
Expected pay range will be $21.30/hourly to $27.30/hourly. 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.
- Compensation Our goal is to ensure you have a competitive base salary. Thats why we regularly review the market value of jobs and make adjustments as needed.
- Performance and Recognition You are rewarded for achieving success by merit increases and incentive programs; elgibility 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 wellbeing 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. HeartU is the Associations national online university with more than 100000 resources designed to meet your needs and busy schedule.
- WorkLife 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 Associations 2028 Goal: Building on over 100 years of trusted leadership in cardiovascular and brain health by 2028 the AHA 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. Were committed to ensuring our workforce workplace culture and mission have a shared impact across a diverse set of backgrounds.
This position not a match with your skills Click here to see other opportunities.
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
Required Experience:
IC
Employment Type
Full-Time
