Event Planning Coordinator

Norfolk, VA, USA|Remote, Travel

Job Overview

Employment Type

Full-time

Compensation

Hourly

Range $21.90 - $28.10

Benefits

Health Insurance

Dental Insurance

Vision Insurance

Disability insurance

Life insurance

Retirement Plan

Paid Time Off

Tuition Assistance

Employee assistance program

employee wellness program

telemedicine

Job Description

The American Heart Association (AHA), established in 1924, is a leading nonprofit organization dedicated to reducing cardiovascular disease and improving public health. Over the past century, the AHA has made significant strides, cutting cardiovascular disease deaths in half and ensuring healthier futures for communities across the United States. The association is committed to ongoing research, education, and community outreach programs that aim not only to advance scientific discoveries in heart and brain health but also to implement proven solutions that reach diverse populations regardless of race, ethnicity, gender, or other differences. With a dynamic and inclusive workplace culture branded as... Show More

Job Requirements

High school diploma or equivalent
Minimum three years administrative, project coordination or event management experience
Proficiency with web conferencing software
Intermediate skills in PowerPoint, Word, Excel
Ability to multitask and manage priorities
Strong communication and interpersonal skills
Access to reliable transportation
Ability to lift and transport materials
Must pass background check
Must be at least 25 years old
Willingness to travel locally and occasionally overnight

Job Qualifications

Must have earned a high school diploma or equivalent
At least three years of experience in administrative work, project coordination, 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 multitask and manage multiple priorities concurrently
Intermediate proficiency in PowerPoint, Word, and Excel with advanced skills helpful
Ability to objectively evaluate situations and develop effective solutions
Ability to work collaboratively in a team environment with all levels of staff and volunteers
Strong interpersonal skills including self-motivation, resourcefulness, and thoughtfulness
Adaptability to work in a flexible and changing atmosphere
Skilled in report preparation, proofreading, and detail orientation
Access to reliable transportation and ability to transport materials
Must pass background check and be at least 25 years old

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
Attend events to manage setup, execution, and teardown, ensuring smooth operations
Act as a point of contact for vendors, supporters, sponsors, volunteers, and attendees
Prepare ADA-compliant digital event communications for invitations, logistics, and programs in coordination with marketing
Coordinate virtual event production tasks including content coordination and technical support
Collect, organize, and maintain comprehensive event data including guest and donor information
Oversee auction item data management ensuring compliance and accurate documentation
Track donations and revenues, correcting data irregularities and generating reports
Review campaign revenue, accounts receivable, and payable to ensure accuracy
Input payment requests and monitor budgets in compliance with financial guidelines
Adhere to Funds Handling and PCI Procedures for transactions
Maintain communication with directors and volunteers to ensure objectives
Respond to internal and external inquiries with high service levels
Support coordination and execution of leadership and board meetings
Prepare presentations, correspondence, and documentation including meeting minutes
Work independently and in teams on special projects as assigned

Job Criteria

Experience

Mid Level (3-7 years)

Job Location

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