Event Planning Coordinator Jobs

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 and 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, Twitter, and at heart.org.

• 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, Heart Ball, and Cycle Nation, including infrastructure, lighting, sound, food, and beverage, etc.
• Virtual Event Production – collaborate with staff and volunteers to conduct virtual core events (Heart Walk, Go Red for Women Luncheon, Heart Ball and Cycle Nation) 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 American Heart 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.
• Train volunteers and run assignments on-site during event. Act as volunteer liaison.
• 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.
• Prepare and communicate schedules and meetings, and ensure deadlines are met. Ensure markets are meeting deadlines for successful event production.
• Travel will be required to events in assigned territory.
• Prepare, edit and maintain fundraising materials and presentations as well as event collateral and marketing material.

In this role, you will report to the Region Event Planning Director and will work with a team of fundraisers to lead logistics for events in the Greater Charlotte market. The ideal candidate will live in Charlotte, NC.

• Ability and willingness to travel periodically throughout assigned geographical territory.
• Ability to prioritize and develop solutions for effective decision making.
• Ability to lift 30 lbs and willingness to drive rental truck.
• 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 work outside of standard hours which may involve some evenings and/or weekends.
• Proficient with all Microsoft Office applications (Word, Excel, PowerPoint, Publisher, Outlook).
• High School Diploma/GED, Bachelor's Degree (or equivalent combination of education and experience) preferred.
• Ability to work independently, prioritize and handle multiple tasks while managing multiple territories simultaneously.

Preferred Qualifications

• Proficient in Canva

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.

• 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.
• Performance and Recognition – You are rewarded for achieving success by merit increases and incentive programs, based on the type of position.
• Professional Development – You can join one of our many Employee Resource Groups (ERG) or be a mentor/mentee in our professional mentoring program. HeartU is the Association’s national online university, with more than 100,000 resources designed to meet your needs and busy schedule.
• 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.
• 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.
• 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.

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