Event Planning Coordinator

Overview

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.

The American Heart Association is seeking a dynamic Event Planning Coordinator to support our fundraising campaigns and donor engagement events in the Delaware market—including events such as the Delaware Heart Ball and Wilmington Heart Walk (event assignments may change). This role is ideal for a high-energy, detail-driven event professional who thrives in fast-paced environments and is passionate about creating unforgettable experiences that drive meaningful impact.

This office-based role in Newark, DE
, 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 of Event Planning Coordinators, supporting events across the region by providing day-of-event support and logistical expertise to ensure seamless execution.

This is more than a job—it’s a chance to be part of a movement. If you thrive in high-energy environments and want to use your talents to help save lives, we want to hear from you!

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 more than a company culture; it is our way of life. It embodies our commitment to work-life harmonization and is guided by our core values where our employees can thrive both personally and professionally. Discover why you will Be Seen. Be Heard. Be Valued at the American Heart Association by following us on Linked In, Instagram, Facebook, X, and s.

• Lead and support planning for major fundraising events and donor experiences primarily in Delaware and potentially other areas.
• Collaborate with internal teams, vendors, and volunteers to manage event logistics, timelines, and execution.
• Maintain and manage data across multiple event systems related to leadership, donations, and planning.
• 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.

• Proven experience in planning and executing large‑scale, high‑profile events.
• Exceptional organizational skills and the ability to manage multiple priorities in a fast‑paced environment.
• Strong communication and collaboration skills with a customer‑service mindset.
• A proactive, solutions‑oriented approach and a passion for making a difference.
• Experience with donor engagement and fundraising events is a plus.

• This is a hybrid office‑based 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.

• 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…