Event Planning Coordinator

Overview

As we celebrate our Centennial year, we invite you to join us in shaping the next century of impact. Be a relentless force for a world of longer, healthier lives. Here at the American Heart Association, you matter and so does your career.

 

We are looking to fill an Event Planning Coordinator in Jacksonville, FL. In this position, you will coordinate logistics for major fundraising events, in person and/or virtual events. Responsibilities will also include organizing and motivating volunteers, assisting with logistics of auxiliary fundraising events, coordinating event administration, schedules, and meetings; controlling inventory/implementation of marketing, presentation, or fundraising materials, and preparing financial or operations reports. You will also be responsible for ensuring sponsorship fulfillment of benefits, securing, and coordinating all vendor relationships, and ensuring American Heart Associaton policies and procedures for events are followed.

 

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 our company culture, our way of life, reflecting our diversity, equity & inclusion, our focus on work-life harmonization and our Guiding Values. Discover why you will Be Seen. Be Heard. Be Valued™ at the American Heart Association by following us on LinkedIn, Instagram, Facebook, X (formerly Twitter), and at heart.jobs.

Responsibilities

• Coordinate and collaborate with vendors or volunteers to execute logistics for a large fundraising event or multiple smaller events such as Heart Walk, Go Red for Women Luncheon,  and Heart Ball, including infrastructure, lighting, sound, food, and beverage, etc.
• Coordinate the vendor contract process for assigned events to ensure that each site is following American Heart Association best practices, guidelines, and procedures. Track vendors’ adherence to contractual obligations and perform as agreed upon. Coordinate logistics for auxiliary events and virtual events.
• Virtual Event Production – collaborate with staff and volunteers to conduct virtual core events (Heart Walk, Go Red for Women Luncheon and Heart Ball) including volunteer/speaker coordination, production support, technical guidance, and coordination with communications to conduct successful events. Pre and post events also apply. 
• Ensure accuracy and adherence to the latest policies and practices of the Association as they relate to fiscal and event financials.  Ensure expenses for events are coordinated with the Data Specialist Team. Monitor event budget. Coordinate and track invoicing, expenses, and peripheral accounts for event. Prepare and distribute reports as requested.
• Prepare and communicate schedules and meetings, and ensure deadlines are met.  Ensure markets are meeting deadlines for successful event production.
• Prepare and maintain fundraising materials and presentations as well as event collateral and marketing material.
• Train volunteers and manage assignments on-site during event. Act as volunteer liaison.
• Travel may be required when it is safe to do so.

In this role, you will report to the Vice President of Development and will work with a team of fundraisers to manage logistics for the events in Jacksonville/First Coast market.

 

Qualifications

• High School Diploma/GED, Bachelor's Degree (or equivalent combination of education and experience) preferred.
• 1+ years of prior administrative support experience in related environment; broad knowledge and understanding of event management.
• Excellent attention to detail, organization of workflow and calendars, verbal, and non-verbal communication with highly effective organizational and time management skills.
• Ability to prioritize and develop solutions for effective decision making.
• Ability to work independently, prioritize and handle multiple tasks while managing multiple territories simultaneously.
• Proficient with all Microsoft Office applications (Word, Excel, PowerPoint, Publisher, Outlook).
• Ability to work outside of standard hours which may involve some evenings and/or weekends.
• Ability and willingness to travel periodically throughout assigned geographical territory.

 

Compensation & Benefits

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