Event Planning Coordinator

Hampton, VA, USA|Remote, Travel

Job Overview

Employment Type

Full-time

Compensation

Hourly

Range $21.90 - $28.10

Work Schedule

Flexible

Day Shifts

Benefits

Medical insurance

Dental Insurance

Vision Insurance

Disability insurance

Life insurance

retirement program

Paid Time Off

Employee assistance program

employee wellness program

telemedicine

Tuition Assistance

Job Description

The American Heart Association is a pioneering nonprofit organization dedicated to combating cardiovascular diseases and improving overall heart health since its inception in 1924. Over nearly a century, the Association has made significant strides, successfully halving deaths related to cardiovascular conditions. As a leader in health advocacy and research, the American Heart Association continues to spearhead vital campaigns, outreach initiatives, and educational programs designed to foster healthier communities nationwide. The organization is committed to promoting equity and inclusion, ensuring that heart health resources and breakthroughs are accessible to all, regardless of race, ethnicity, gender, or other demographic factors.

This particular job opening is for an Event Planning Coordinator, a full-time, home-office based position located in the Hampton Roads area of Virginia. This role primarily supports campaign events throughout the state and may occasionally require travel for meetings and event support. The position offers a competitive hourly wage ranging from $21.90 to $28.10, commensurate with experience, and comes with a comprehensive benefits package. The role is pivotal in enhancing the Association's fundraising efforts by providing logistical, data management, and financial support to the development teams. As an Event Planning Coordinator, you will be responsible for the seamless planning and execution of diverse events, including donor receptions, Heart Walks, and gala experiences that aim to engage and expand the donor base.

The role demands a high level of organizational skill and attention to detail. Key responsibilities include managing data across various event management systems, coordinating with vendors and volunteers, processing payments, and collaborating across departments to advance the Association's mission. The successful candidate will be adept at handling event logistics, ensuring compliance with safety and legal guidelines, and orchestrating volunteer participation to maximize event impact. Additionally, familiarity with virtual event production and digital communications is highly desirable to support online components of fundraising campaigns.

In this role, you will also oversee comprehensive event data, including guest and donor records, auction data, and financial tracking to support transparency and accuracy in reporting. Monitoring event budgets and adhering to internal financial controls, such as the Association's Funds Handling and PCI procedures, are critical to maintaining donor trust. The coordinator serves as an essential liaison among vendors, sponsors, volunteers, and attendees, ensuring exceptional service and a positive event experience.

The American Heart Association places strong emphasis on work-life harmonization, providing resources like an award-winning corporate university (Heart U), diverse employee resource groups, and extensive professional development opportunities. The culture fosters inclusivity, flexibility, and respect, recognizing the importance of supporting employees through life's changes. Applicants should possess strong communication skills, an ability to multitask, and proficiency with Microsoft Office Suite. Experience in administrative roles or event management and the willingness to adapt in a dynamic environment are valued traits.

Overall, this opportunity allows you to be part of a globally respected organization making a tangible difference in public health while enjoying a supportive and enriching work environment. Joining the American Heart Association means becoming an integral part of a mission-driven team committed to longer, healthier lives for all communities.

Job Requirements

Must have earned a high school diploma or equivalent
At least three years of experience in administrative work, project coordination, and/or event management systems with strong attention to detail
Experience in event planning, organizing, consultation, and event management preferred
Proficient in using web conferencing software such as Zoom and Microsoft Teams
Demonstrated ability to work on multiple tasks concurrently
Intermediate skills in PowerPoint, Word, and Excel
Ability to objectively evaluate, make effective decisions, and develop alternative solutions
Ability to work in a team environment and interact with all levels of staff, volunteers, and the public
Ability to be respectful, self-motivated, resourceful, considerate, and thoughtful
Willingness to work in a flexible and change-oriented atmosphere
Knowledge of report preparation, proofreading, and attention to detail
Access to reliable transportation at all times
Ability to transport materials and move large objects with assistance if needed
Must pass a background check and be at least 25 years old

Job Qualifications

Must have earned a high school diploma or equivalent
At least three years of experience in administrative work, project coordination, and/or event management systems with strong attention to detail
Experience in event planning, organizing, consultation, and event management preferred
Proficient in using web conferencing software such as Zoom and Microsoft Teams
Demonstrated ability to work on multiple tasks concurrently
Intermediate skills in PowerPoint, Word, and Excel, with advanced knowledge preferred
Ability to objectively evaluate, make effective decisions, and develop alternative solutions
Ability to work in a team environment and interact with all levels of staff, volunteers, and the public
Ability to build and cultivate relationships within and outside the organization
Ability to be respectful, self-motivated, resourceful, considerate, and thoughtful
Willingness to work in a flexible, change-oriented atmosphere
Knowledge of report preparation, proofreading, and attention to detail
Access to reliable transportation at all times
Ability to transport materials and move large objects with assistance if needed
Must pass a background check and be at least 25 years old
Preferred qualifications include nonprofit experience, digital event production experience, design skills in Canva or similar, knowledge of email marketing basics, experience using Tableau reports, proficient in Microsoft SharePoint and Teams, and experience with vendor negotiation and contract review

Job Duties

Coordinate logistical aspects of assigned events, ensuring seamless execution from start to finish
Proactively research, secure, and lead 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 be responsible for 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
Possible involvement in virtual event production, including coordinating event content, creating multi-media presentations, and providing technical support for digital experiences
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
Oversee the collection, management, and entry of auction item data, guaranteeing precise and prompt documentation in accordance with compliance standards
Run and monitor donation information, ensuring accurate and timely recording
Correct irregularities as needed
Generate reports from various systems as needed
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 handle 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
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 including meeting minutes
Working independently and within a team on special projects
Willingness to travel locally and occasionally out of town for events and meetings