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 as we remain devoted to a future of health and hope for everyone, everywhere. At the American Heart Association, your contribution matters, and so does your career.

 

The American Heart Association (the "Association") has an excellent opportunity for an Event Planning Coordinator. This is a home-based position that will require periodic travel for events across Eastern North Carolina, including but not limited to, Wilmington, Greenville, New Bern, Wilson, Rocky Mount, and Tarboro. This position will report to the Senior Director of Eastern NC and is responsible for duties associated with supporting development team members in their fundraising efforts.

 

 

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

Some of your responsibilities will include (but are not limited to):

 

Administrative Support Services

The Event Planning Coordinator is a key element in supporting a cohesive, efficient, and productive workplace. Duties include:

• Creating and updating excel spreadsheets while 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.
• Preparing presentations, correspondence and documentation in a timely manner.
• Preparing and communicating schedules and meetings, and ensuring deadlines are met. 
• Working independently and within a team on special non-recurring and ongoing projects.
• Performing other duties as required to support Directors, Sr. Director, and Executive Director.

 

Event Logistics 

Whether planning a donor reception, a Heart Walk or a Gala experience, the Event Planning Coordinator is responsible for helping to implement a variety of events which will appeal to both current and potential donors. Duties include facilitating logistical aspects of events such as:

• Securing and coordinating details with vendors for venues, catering, entertainment, AV and staging etc. and ensuring proper Association legal review and approval
• Implementing and adhering to all Association risk reduction procedures
• Recruiting, scheduling, and training volunteers to assist with projects and events, ensuring a positive experience.
• Attending in-person events to coordinate set up, execution and tear down
• Acting as a point of contact for vendors, supporters, sponsors, volunteers, and attendees.
• Ensuring accuracy and adherence to the latest policies and practices of the Association.
• Monitoring event budget by coordinating and tracking invoices, expenses, and peripheral accounts.
• Preparing and distributing reports as requested.

 

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;
• 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.
• Ability to lift 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
• willingness to drive rental box truck.

 

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