Event Planning Coordinator

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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 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.

• 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 in coordination with marketing teams using Association templates and branding.
• Support virtual event production, including multimedia coordination and technical support.

• Maintain accurate and organized event data, including guest lists, sponsor ships, seating, and donor benefits.
• Manage auction item data and associated revenue/donations with precision and compliance.
• Track and analyze donation and revenue data, correcting discrepancies and generating reports as needed.

• Collaborate with fundraising teams to review revenue, accounts receivable/payable, and ensure financial accuracy.
• Research discrepancies and assist with resolving past‑due amounts.
• Process vendor payments and contracts in the financial system.
• Monitor event budgets and ensure cost‑effective planning.
• Adhere to the Association’s Funds Handling and PCI procedures for all financial transactions.

• Maintain strong communication with directors and volunteers to ensure alignment on goals.
• Respond to…