Event Planning Coordinator

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 is seeking a dynamicEvent Planning Coordinatorto 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. Youll 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 jobits 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. Discover why you will Be Seen. Be Heard. Be Valued at the American Heart Association by following us onLinkedInInstagramFacebookX and .

What Youll Do:

• Lead and support planning for major fundraising events and donor experiences primarily in Delaware 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 Were 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 requiretravel 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 Associations 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

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

Required:

• 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.

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.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 through annual salary planning and incentive programs;eligibilityfor 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 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 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.

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