Event Planning Coordinator-TEMPORARY

Overview

Since our founding in 1924, 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 American Heart Association (the "Association") has an opportunity for a Temporary Event Planning Coordinator (through June 30, 2026).  This position is located in our NYC office.  Position supports campaign events in New York City.  This position will require periodic travel for local events. This position is responsible for supporting development team members in their fundraising efforts. Duties include handling data in multiple 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 various other important tasks that advance 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.

 

#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 on LinkedIn, Instagram, Facebook, X, 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 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 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

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 regarding donation and payment processing.

• Review Financial Reporting: Collaborate with fundraising teams to review campaign revenue reports, accounts receivable, and accounts payable rep