Business Operations Coordinator

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 is seeking a dynamic Business Operations Coordinator to support our fundraising campaigns and donor engagement events in the Pittsburgh market—including events such as the Heart of Pittsburgh Heart Ball, the Pittsburgh Go Red for Women Experience, and Cor Vitae Society donor experiences (event assignments may change). The position will also involve working with the Community Engagement and Communications staff, as well as assisting with office management. 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 Pittsburgh, Pennsylvania, 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. You’ll be part of a collaborative Business Operations team supporting events across the region, providing day-of-event support and logistical expertise to ensure seamless execution.

 

What You’ll Do:

• Lead and support planning for major fundraising events and donor experiences primarily in Pittsburgh 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 We’re 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 require travel 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.

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

• 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