Event Planning 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 has an excellent opportunity for an Event Planning Coordinator. This office-based position in Philadelphia, PA, offers some flexibility to work from home on certain days, as determined by job and business needs. The position primarily supports campaign events in Philadelphia and Southern NJ. It requires regular local travel for events and meetings, as well as occasional out-of-town and overnight travel.

This position supports development team members in their fundraising efforts, primarily through fundraising events. Duties include managing data across various event management systems related to event logistics, business operations, sponsorship, and donations; coordinating event planning with internal and external stakeholders; fundraising event communications, including email marketing, processing payments through the financial system, and collaborating with colleagues and departments on a range of other key tasks that support our mission in the greater Philadelphia market. 

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 related to donation and payment processing.

• Review Financial Reporting: Collaborate with fundraising teams to review campaign revenue reports, accounts receivable, and accounts payable reports, ensuring accuracy and completeness.
• Research customer discrepancies and past-due amounts with the assistance of the Staff Accountant and other team members.
• Input requests for payments in the financial system for vendor contracts and invoices.

• Monitor and manage event budgets, ensuring cost-effective planning and adherence to financial guidelines.

• Adhere to American Heart Association Funds Handling and PCI Procedures for checks, cash, and credit card transactions.

Support Services

The Event Planning Coordinator plays a crucial role in supporting a cohesive, efficient, and productive workplace.

• 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.
• Assisting fellow Philadelphia Event Planning Coordinators and the Senior Event Planning Director with additional fundraising events and Business Operations support. 
• Assisting in the coordination and execution of select leadership and board meetings. 
• Performing other duties as required to support Directors/Sr. Directors, Vice Presidents, and Senior Vice Presidents.
• Assisting in the coordination and execution of leadership and board meetings.
• Preparing presentations, correspondence, and documentation in a timely manner, including meeting minutes.
• Working independently and within a team on special nonrecurring and ongoing projects.

Qualifications

Want to help get your resume to the top?   Take a look at the experience we require:  

• Must have earned a high school diploma or equivalent. 
• At least three years of experience in administrative work, project coordination, and/or event management systems with strong attention to detail.
• Experience in event planning, organizing, consultation, and event management preferred.  Proficient in using web conferencing software (Zoom, Microsoft Teams, etc.).
• Demonstrated ability to work on multiple tasks concurrently.
• Must have intermediate skills in PowerPoint, Word, and Excel.  Advanced knowledge and skill with these programs is preferred. These skills are subject to testing.
• Ability to objectively evaluate, make effective decisions, and develop alternative solutions.
• Ability to work in a team environment and interact with all levels of American Heart Association staff, volunteers, and the public. This includes the ability and willingness to build and cultivate relationships within and outside the American Heart Association.
• Ability to be diplomatic, self-motivated, resourceful, considerate, and tactful.
• Willingness to work in an atmosphere requiring flexibility and change. Validated ability to respond quickly to changing ideas, responsibilities, expectations, strategies, and other processes at work.
• Knowledge of and skill in report preparation, proofreading, and attention to detail.
• Requires access to reliable transportation at all times on an immediate basis.
• Ability to transport materials and other supplies to and from meetings and events.  Ability to 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.

• Must pass a background check and must be at least 18 years old.

Preferred Qualifications, not mandatory to qualify:

• Nonprofit experience.
• Digital event production experience.
• Design skills, preferably in Canva or similar.
• Knowledge of email marketing basics, along with strong writing skills. 
• Experience using Tableau reports.
• Proficient in Microsoft SharePoint and Teams.
• Experience with vendor negotiation and contract review.

• Experience in high-level social/gala event planning and production.

Compensation & Benefits

The expected pay range is $24.90 to $29.00/hour. Pay is commensurate with experience; geographic differentials may apply to the pay range. American Heart Association reserves the right to pay more or less than the posted range.

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 we regularly review the market value of jobs and make adjustments, as needed.
• Performance and Recognition – You are rewarded for achieving success through annual salary planning and incentive programs; eligibility for an incentive program is based on the type of position.  
• Benefits – We offer a wide array of benefits including medical, dental, vision, disability, and life insurance, along with a robust retirement program that includes an employer match and automatic contribution.  As a mark of our commitment to employee well-being, we also offer an employee assistance program, employee wellness program and telemedicine, and medical consultation.
• Professional Development – You can join one of our many Employee Resource Groups (ERG) or be a mentor/mentee in our professional mentoring program.  Heart U is the Association’s national online university, with more than 100,000 resources designed to meet your needs and busy schedule.
• Work-Life Harmonization – The Association offers Paid Time Off (PTO) at a minimum of 16 days per year for new employees.  The number of days will increase based on seniority level.  You will also have a total of 12 paid holidays off each year, which includes several days off at the end of the year.
• Tuition Assistance - We support the career development of all employees.  This program provides financial assistance to employees who wish to further their education and career in relation to their current duties and responsibilities, or for potential future positions in the organization.

 

The American Heart Association’s 2028 Goal: Building on over 100 years of trusted leadership in cardiovascular and brain health, by 2028 the Association will drive breakthroughs and implement proven solutions in science, policy, and care for healthier people and communities. The greatest discoveries in health must reach everyone where they are.

At American Heart Association | American Stroke Association, our mission is to be a relentless force for a world of longer, healthier lives, regardless of race, ethnicity, gender, gender identity, religion, age, language, sexual orientation, national origin and physical or cognitive abilities.This position not a match with your skills?  Click here to see other opportunities.

In accordance with local and state laws where applicable, qualified applicants with arrest or conviction records will be considered for employment.

EOE/Protected Veterans/Persons with Disabilities 

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