Event Planning Coordinator

Event Planning Coordinator

American Heart Association invites you to apply for the Event Planning Coordinator position in our Arlington, VA office (Greater Washington market). This role is part of the Hearts Delight Wine Tasting and Auction campaign. The Event Planning Coordinator supports our fundraising efforts, data input, vendor coordination, volunteer management, event execution, and collaboration across departments.

Since our founding in 1924, we've cut cardiovascular disease deaths in half, but there is still much more to do. To overcome today’s biggest health challenges and accelerate 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.

We are looking for a non‑exempt hourly position (37.5‑hour work week) that may require occasional weekends and working outside standard hours to support events.

• 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 in coordination with marketing and communications using Association design templates and branding guidelines.
• Possible involvement in virtual event production, including coordinating event content, creating multimedia presentations, and providing technical support for digital experiences.

• 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; correct irregularities as needed.
• Generate reports from various systems as needed.

• 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.

• Meet regularly with directors and volunteers to maintain open lines of communication to ensure objectives are being achieved.
• Maintain a high level of service by responding to customer inquiries both internally and externally in a knowledgeable and timely manner.
• Perform other duties as required to support Directors/Sr. Directors, Vice Presidents, and Senior Vice Presidents.
• Assist in the coordination and execution of leadership and board meetings.
• Prepare presentations, correspondence, and documentation in a timely manner, including meeting minutes.
• Work independently and within a team on special nonrecurring and ongoing projects.

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