Event Planning Coordinator

The American Heart Association (AHA), established in 1924, has a rich history of advancing cardiovascular health and cutting heart disease deaths in half. As a leading nonprofit organization dedicated to improving public health through research, education, advocacy, and fundraising, the AHA continues to lead initiatives that address today’s most pressing health challenges. The association focuses on cardiovascular and brain health, aiming to drive breakthroughs and implement proven solutions across science, policy, and care to foster healthier communities by 2028. With a strong commitment to inclusivity, the AHA ensures its mission benefits all people, regardless of race, ethnicity, gender, religion, age, or other differences.\n\nLocated within the Hampton Roads area of Virginia, the AHA is currently seeking a highly organized and detail-oriented Event Planning Coordinator. This full-time, home-office based role supports campaign events throughout Virginia, requiring periodic travel for events and meetings. The Event Planning Coordinator is pivotal in bolstering the fundraising efforts of development team members by managing diverse data related to leadership, donations, and event logistics. This role demands coordination with vendors and volunteers, management of event financial transactions, and cross-departmental collaboration to propel the association’s mission.\n\nThe role involves comprehensive event logistics management, supporting everything from donor receptions and Heart Walks to gala experiences. The coordinator ensures impeccable event execution by liaising with vendors, organizing venues, catering, entertainment, audiovisual needs, and staging while adhering to association risk and compliance procedures. Recruiting, scheduling, and training event volunteers and being present onsite at events for setup, coordination, and teardown are key responsibilities. The position also includes crafting ADA-compliant digital communications and marketing materials in partnership with the marketing team and potentially engaging in virtual event production to support hybrid or online fundraising events.\n\nA vital aspect of this role is meticulous event data management — collecting, organizing, and maintaining information concerning guests, sponsorship benefits, auction items, and donation tracking to ensure data accuracy and compliance. The Event Planning Coordinator manages financial reporting by reviewing revenue, receivables, and payables, processing vendor payments, and monitoring budgets in line with established financial controls. Adhering to funds handling and PCI security procedures is fundamental to maintaining public and donor trust.\n\nCollaboration is central to success in this position. The coordinator regularly meets with directors, volunteers, and internal teams to maintain open communication channels and shared objectives. Responding promptly to customer inquiries, preparing presentation materials, and supporting leadership meetings further contribute to a smooth operational environment. Candidates who enjoy both independent work and team projects will find this role rewarding.\n\nThe American Heart Association prioritizes work-life harmonization, offering access to an array of resources such as an award-winning corporate university called Heart U, ongoing professional development, mentorship programs, and employee resource groups. Employees benefit from competitive salaries in the range of $21.90 to $28.10 per hour, commensurate with experience. Comprehensive health benefits including medical, dental, vision, retirement plans with employer match, employee wellness programs, paid time off, holidays, and tuition assistance reflect the AHA’s commitment to its workforce. The association’s culture—branded as #TheAHALife—encourages employees to be seen, heard, and valued, enabling them to thrive both personally and professionally while making a meaningful impact in the fight against cardiovascular disease.