Event Planning Coordinator

About the role

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 position is office-based in our Arlington, VA office and supports campaign events in the Greater Washington Region. This position will require periodic travel for events and meetings.

Responsibilities

The Event Planning Coordinator is responsible for supporting development team members in their fundraising efforts. Duties include managing data across various event management systems related to leadership, donations, and event logistics; coordinating event planning with vendors and volunteers; processing payments through the financial system; and collaborating with colleagues and departments on a range of other key tasks that support our mission.

• 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
• 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.

• 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
• 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
• 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

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
• Intermediate skills in PowerPoint, Word, and Excel; advanced knowledge and skill with these programs is preferred
• 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
• 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

Compensation & Benefits

The expected pay range is $26.00 to $29.50/hour. Pay is commensurate with experience; geographic differentials may apply to the pay range.

• Compensation – Our goal is to ensure you have a competitive base salary
• Performance and Recognition – You are rewarded for achieving success through annual salary planning and incentive programs
• 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
• Professional Development – You can join one of our many Employee Resource Groups (ERG) or be a mentor/mentee in our professional mentoring program
• Work-Life Harmonization – The Association offers Paid Time Off (PTO) at a minimum of 16 days per year for new employees
• Tuition Assistance - We support the career development of all employees