Event Planning Coordinator

About the Role

The American Heart Association has an excellent opportunity for an Event Planning Coordinator in Metairie. This is a hybrid/home-based position that will require periodic travel for events in and around the greater New Orleans area. This position will report to the Vice President of Development and will be responsible for supporting development team members in their fundraising efforts.

Responsibilities

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

• Event Logistics Duties:
  • 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
• Administrative Support Services:
  • 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 the Directors, the Vice President of Development, and the Executive Director

Qualifications

• High school diploma or equivalent
• Minimum 3 years of experience in event management, project coordination, or administrative support
• Excellent attention to detail, workflow and calendar organization, verbal and non-verbal communication, and 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
• Requires access to reliable transportation at all times on an immediate basis
• 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

Preferred Qualifications

• Proficient in Canva
• Understanding of or prior experience in event or meeting management

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 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.