Event Planning Coordinator

Job highlights
Identified by Google from the original job post
Qualifications
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
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
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, self-motivated, 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
Requires access to reliable transportation at all times on an immediate basis
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
Benefits
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
Compensation & Benefits
Expected pay range will be $24.50/hourly to $31.40/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
Visit Rewards & Benefits to see more details
Compensation – Our goal is to ensure you have a competitive base salary
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
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
Responsibilities
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 office-based position which will require travel to events and meetings including overnight travel
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
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 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
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
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 past-due 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 cost-effective planning and adherence to financial guidelines
Adhere to American Heart Association Funds Handling and PCI Procedures for checks, cash, and credit card transactions
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 execution 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
Knowledge of and skill in report preparation, proofreading and attention to detail
Ability to transport materials and other supplies to and from meetings and events
Job description
Overview

Since our founding in 1+24, 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 America...

United States
Virginia
Arlington
Arlington, VA, United States Show on map Get directions