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 has an excellent opportunity for an Event Planning Coordinator. This position is office-based in our Arlington, VA office. Position supports campaign events in the Greater Washington Region. This position will require periodic travel for events and meetings.

This position 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.

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.

• 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 in coordination with Association marketing and communications professionals using Association design templates and branding guidelines.
• Possible involvement in virtual event production, including coordinating event content, creating multi-media 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.

• 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…