Event Planning Coordinator
Event Planning Coordinator
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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 has an opportunity for a Event Planning Coordinator in Columbia SC.
In this position you will coordinate logistics for major fundraising events in person events. Responsibilities will also include organizing and motivating volunteers assisting with logistics of auxiliary fundraising events coordinating event administration schedules and meetings; controlling inventory/implementation of marketing presentation or fundraising materials and preparing financial or operations reports. You will also be responsible for ensuring sponsorship fulfillment of benefits securing and coordinating all vendor relationships and ensuring Association policies and procedures for events are followed.
This position will support 2 Heart Balls 3 Heart Walks 1 Go Red for Women luncheon and 1 Hard Hats with Heart luncheon in the assigned territory of Columbia SC Sumter SC and Florence SC.
The ideal candidate would be located in Columbia SC.
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 by following us onLinkedInInstagramFacebookX (formerly Twitter) and .
Responsibilities
Some of your responsibilities will include (but not limited to):
- Coordinate and collaborate with vendors or volunteers to execute logistics for a large fundraising event or multiple smaller events such as Heart Walk Go Red for Women Luncheon and Heart Ball including infrastructure lighting sound food and beverage.
- Prepare edit and maintain fundraising materials and presentations as well as event collateral and marketing material.
- Coordinate the vendor contract process for assigned events to ensure that each site is following American Heart Association best practices guidelines and procedures. Track vendors adherence to contractual obligations and perform as agreed upon. Coordinate logistics for auxiliary events.
- Collaborate with staff and volunteers to conduct core events (Heart Walk Go Red for Women Luncheon Heart Ball and Cycle Nation) including volunteer/speaker coordination production support technical guidance and coordination with communications to conduct successful events. Pre and post events also apply.
- Ensure accuracy and adherence to the latest policies and practices of the Association as they relate to fiscal and event financials. Ensure expenses for events are coordinated with the Data Specialist Team. Monitor event budget. Coordinate and track invoicing expenses and peripheral accounts for event. Prepare and distribute reports as requested.
- Prepare and communicate schedules and meetings and ensure deadlines are met. Ensure markets are meeting deadlines for successful event production.
- Train volunteers and run assignments on-site during event. Act as volunteer liaison.
- Travel will be required to events in assigned territory.
In this role you will report to the Executive Director of Development and will work with a team of fundraisers to lead logistics for events in Columbia Sumter and Florence SC markets.
Qualifications
- High School Diploma or equivalent and 3 years minimum of prior relevant experience.
- Excellent attention to detail organization of workflow and calendars verbal and non-verbal communication with 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 assigned geographical 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
- 1 year of prior administrative support experience in related environment; broad knowledge and understanding of event management.
- Proficient in Canva
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. 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; 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. HeartU is the Associations national online university with more than 100000 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 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.
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
