Event Planning Coordinator

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.

This hybrid role in Charleston 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 team supporting events by providing day-of-event support and logistical expertise to ensure seamless execution. 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.

About the role

This is a hybrid 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.

Responsibilities

• Lead and support planning for major fundraising events and donor experiences.
• Collaborate with internal teams, vendors, and volunteers to manage event logistics, timelines, and execution.
• 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.
• 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.
• Maintain accurate and organized event data, including guest lists, sponsorships, seating, and donor benefits.
• Manage auction item data and associated revenue/donations with precision and compliance.
• Track and analyze donation and revenue data, correcting discrepancies and generating reports as needed.
• Collaborate with fundraising teams to review revenue, accounts receivable/payable, and ensure financial accuracy.
• Research discrepancies and assist with resolving past-due amounts.
• Process vendor payments and contracts in the financial system.
• Monitor event budgets and ensure cost-effective planning.
• Adhere to the Association’s Funds Handling and PCI procedures for all financial transactions.
• Maintain strong communication with directors and volunteers to ensure alignment on goals.
• Respond to internal and external inquiries with professionalism and timeliness.
• Support leadership with meeting coordination, documentation, and special projects.
• Prepare presentations, sponsorship materials, correspondence, and meeting minutes.
• Work independently and collaboratively on recurring and ad hoc initiatives.
• Perform other duties as required.

Requirements

• High school diploma or equivalent.
• Minimum 3 years of experience in event management, project coordination, or administrative support.
• Strong attention to detail and ability to manage multiple tasks simultaneously.
• Proficiency in Outlook, Microsoft Teams, PowerPoint, Word, and Excel (skills subject to testing).
• Strong decision-making and problem-solving abilities.
• Excellent interpersonal skills with the ability to build relationships across all levels.
• Self-motivated, adaptable, and diplomatic.
• Comfortable working in a dynamic, fast-changing environment.
• Skilled in report preparation and proofreading.
• Access to reliable transportation at all times on an immediate basis.
• 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.
• Must be at least 18 years old and pass a background check.

Qualifications

Preferred Qualifications, Not Mandatory

• College degree or advanced certificate.
• Experience in nonprofit or mission-driven organizations.
• Design skills (Canva or similar).
• Experience with vendor negotiation and contract review.
• Ability to drive a box truck to and from events across state lines.

Benefits

• Competitive base salary with regular market value reviews.
• Performance and recognition programs, including annual salary planning and incentive programs.
• Comprehensive benefits: medical, dental, vision, disability, and life insurance.
• Robust retirement program with employer match and automatic contribution.
• Employee assistance program, wellness program, and telemedicine.
• Paid Time Off (PTO) starting at a minimum of 16 days per year for new employees, increasing with seniority.
• 12 paid holidays per year, including several days off at the end of the year.
• Tuition Assistance program for career development.
• Access to Employee Resource Groups (ERG) and professional mentoring programs.
• Heart U, the Association’s national online university with over 100,000 resources.