Sr. Event Planning Director

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.

 

We are currently hiring a Sr. Event Planning Director in New York City.  This position reports to the Region Sr. Director, Development Operations of the Eastern States (ES) Region. This key position focuses on coordinating event logistics with vendors and staff in New York City to deliver flawless fundraising special events in multi-million-dollar markets.   

Key responsibilities include extensive contract review and negotiation, supervising a team, managing risk, ensuring compliance with organizational policies, and ensuring the efficiency and effectiveness of event operations throughout the immediate market and beyond. Responsible for ensuring teams have the training, resources, and operational support required to achieve strategic, fiscal, and operational goals. Partners and collaborates with market leadership.

 

The position is based in our New York City office, three days per week, with flexibility to work hybrid on Monday and Friday from a home office.  However, a hybrid schedule is for the non-peak event season.  

 

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 Support

The Sr. Event Planning Director is responsible for partnering with market teams to plan and execute events in the market, and may assist with other markets in the region as needed. Will meet with local teams to discuss specific requirements of events, challenges faced in the past, and work with Association partners to develop solutions applicable to the situation. 

 

Primary responsibilities include (but are not limited to):

 

• Planning event logistics, including sourcing vendors and negotiating contract terms. 
• Regular interaction with the Association legal team to assist with red-lining contract terms and resolving contractual and insurance risk issues.
• Working with various ES markets to review and consult upon special event risk assessment plans and ensure all is properly documented and maintained in designated places on SharePoint.
• Attending in-person events to help with set up, execution, and tear down.
• Ensure emails are in compliance with internal branding guidelines, gaming laws, and the Americans with Disabilities Act (ADA) for the visually impaired.

 

Supervision and Training

• Supervise and train a team that handles a variety of responsibilities, including event coordination and execution, event auction execution, utilizing event systems, CRM/DMS system input and data analysis, and event mass email design.

 

Financial and Campaign Proficiency

 

• Strong experience with financial and donor management systems, financial reporting, and tenacity to research and resolve detailed transactional discrepancies.
• Understanding that accurate donor transactions, written commitments, revenue contracts, and timely payments are of the utmost importance and priority, and a key function of this position.
• Ability to analyze and summarize campaign data and present to staff in a way that is easy to understand and actionable for next steps (i.e., sponsors that are up for renewal, pipeline donor asks that are past due, event leadership that hasn’t yet donated, etc.) 

General Position Expectations

• Maintaining a high level of service by responding to customer inquiries both internally and externally in a knowledgeable and timely manner
• Attention to detail required for formatting, spelling, grammar, and punctuation.
• Performing other duties as the need arises to support services provided by the Business Operations department
• Preparing presentations, instructions, correspondence, and documentation in a timely manner