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 (the "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.

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.

Whether planning a donor reception, a Heart Walk, or a Gala, the Event Planning Coordinator is responsible for helping implement events that appeal to both current and potential donors.

• Securing and coordinating details with vendors for venues, catering, entertainment, AV, and staging, 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.

The Event Planning Coordinator is a key contributor to a cohesive, efficient, and productive workplace.

• 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.

• 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.

• 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.

• Compensation – Our goal is to ensure you have…