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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.
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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
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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