Event Planning Coordinator

Event Planning Coordinator

The American Heart Association has an excellent opportunity for an Event Planning Coordinator. This position is home-office based in the Hampton Roads area. Position supports campaign events in Virginia. This position will require periodic travel for events and meetings.

This position is responsible for supporting development team members in their fundraising efforts. Duties include managing data across various event management systems related to leadership, donations, and event logistics; coordinating event planning with vendors and volunteers; processing payments through the financial system; and collaborating with colleagues and departments on a range of other key tasks that support our mission.

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.

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 lead 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 be responsible for 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 running 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.

• Handle 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: Run 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 general public by ensuring adherence to accounting guidelines and processes related to 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 the financial system for vendor contracts and invoices.
• Monitor and handle 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.

Support Services

The Event Planning Coordinator plays a crucial role 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.

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 of 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 helpful. 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 the ability and willingness to build and cultivate relationships within and outside the American Heart Association.
• Ability to be respectful, self-motivated, resourceful, considerate, and thoughtful.
• 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 a background check.

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.

This position will require the ability to regularly travel locally for events and meetings, and occasionally travel out of town and overnight within the Eastern States region.

Compensation & Benefits

The expected pay range is $21.90 to $28.10/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. That's 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; 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