Event Planning Coordinator - American Heart Association

As we celebrate our Centennial year, we invite you to join us in shaping the next century of impact. Be a relentless force for a world of longer, healthier lives as we remain devoted to a future of health and hope for everyone, everywhere. At the American Heart Association, your contribution matters, and so does your career.

The Association has an excellent opportunity for an Event Planning Coordinator. This is a hybrid/home based position that will be in our Charlotte office, 2-3 days per week, and require periodic travel for events in the Greater Charlotte market.

This position will report to the Vice President of the market and is responsible for duties associated with supporting development team members in their fundraising efforts.

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, equity & 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, X (formerly Twitter), and at heart.jobs.

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

Administrative Support Services

The Event Planning Coordinator is a key element in supporting a cohesive, efficient, and productive workplace. Duties include:

• 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 Directors, Sr. Director, VP and Executive Director.

Event Logistics 

Whether planning a donor reception, a Heart Walk or a Gala experience, the Event Planning Coordinator is responsible for helping to implement a variety of events which will appeal to both current and potential donors. Duties include 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.

Required Qualifications

• High School Diploma/GED, Bachelor's Degree (or equivalent combination of education and experience) preferred.
• 1+ years of prior administrative support experience in related environment;
• Excellent attention to detail, organization of workflow and calendars, verbal, and non-verbal communication with 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.
• Ability and willingness to travel periodically throughout assigned geographical territory.
• Ability to lift 30 lbs and willingness to drive rental box truck.

Preferred Qualifications

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

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 by merit increases and incentive programs, 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.  HeartU 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 AHA 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. We're committed to ensuring our workforce, workplace culture and mission have a shared impact across a diverse set of backgrounds.

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EOE/Protected Veterans/Persons with Disabilities

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