Event Planning Coordinator

Pittsburgh, PA, USA|Travel, Onsite

Job Overview

Employment Type

Full-time

Compensation

Hourly

Range $21.90 - $28.00

Work Schedule

Standard Hours

Flexible

Benefits

Medical insurance

Dental Insurance

Vision Insurance

Disability insurance

Life insurance

Retirement Plan

Employee assistance program

employee wellness program

telemedicine

Paid Time Off

Tuition Assistance

Job Description

The American Heart Association (AHA), founded in 1924, is a leading nonprofit organization dedicated to fighting cardiovascular diseases and stroke. Over the past century, the Association has been instrumental in cutting cardiovascular disease deaths in half, and it continues to push the boundaries of health progress through science, advocacy, and education. With a steadfast commitment to a healthier future for all, the AHA is not only a place of innovation and research but also a mission-driven community fostering collaboration among volunteers, staff, and donors. The organization emphasizes a culture of work-life harmonization and values the diverse experiences and voices of its employees, encouraging growth both personally and professionally through initiatives such as its award-winning corporate university, Heart U. The AHA is an equal opportunity employer and demonstrates a strong commitment to inclusivity across race, ethnicity, gender, age, language, disability, and more.

The Event Planning Coordinator position, based in the Pittsburgh, PA office, offers an exciting, full-time opportunity to join the American Heart Association’s development team. This role plays a critical part in organizing and coordinating various fundraising events within the Pittsburgh and Morgantown, WV regions, with occasional travel required throughout the Eastern States. As an Event Planning Coordinator, you will support fundraising efforts through managing event logistics, coordinating vendors and volunteers, and ensuring smooth execution of events like donor receptions, Heart Walks, and Gala experiences. Your responsibilities include meticulous management of event-related data across multiple systems, including handling donations, sponsorships, and auction item information, and collaborating closely with the finance team to maintain accurate budget tracking and payment processing.

In addition to event coordination, you will serve as a key point of contact for various stakeholders, including donors, sponsors, volunteers, and vendors, ensuring exceptional service and support throughout each event. This role also involves preparing ADA-compliant digital event communications and may include supporting virtual event production efforts. The position requires strong organizational and multitasking abilities, intermediate skills in Microsoft Office suite, proficiency with web conferencing tools, and the capacity to work collaboratively in team environments. With a competitive pay range of $21.90 to $28.00 per hour based on experience, the American Heart Association offers a rewarding and impactful career path supported by robust benefits, ongoing professional development, and a supportive culture that values your contributions to advancing health outcomes.

Job Requirements

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, Microsoft Teams
Demonstrated ability to work on multiple tasks concurrently
Must have 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 an atmosphere requiring flexibility and change
Knowledge of and skill in report preparation, proofreading, and attention to detail
Requires access to reliable transportation at all times on an immediate basis
Ability to transport materials and other supplies to and from meetings and events
Ability to and/or move large objects with assistance as needed
Must pass a background check

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
Experience in event planning, organizing, consultation, and event management preferred
Proficient in using web conferencing software such as Zoom, Microsoft Teams
Demonstrated ability to work on multiple tasks concurrently
Intermediate skills in PowerPoint, Word, and Excel
Ability to objectively evaluate and make effective decisions
Ability to work in a team environment and interact with all organizational levels
Ability to build and cultivate relationships inside and outside the organization
Respectful, self-motivated, and resourceful
Comfortable with workplace flexibility and change
Skilled in report preparation and attention to detail
Valid access to reliable transportation
Successful completion of background check
Preferred qualifications include nonprofit experience, digital event production experience, design skills in Canva or similar, knowledge of email marketing basics, experience with Tableau reports, proficiency 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
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 in coordination with Association marketing and communications professionals
Possible involvement in virtual event production, including coordinating event content, creating multi-media presentations, and providing technical support for digital experiences
Handle event data including collecting, organizing, entering, and maintaining comprehensive event information
Oversee auction item data management guaranteeing precise and prompt documentation
Run and monitor donation information ensuring accurate and timely recording
Generate reports from various systems as needed
Collaborate with fundraising teams to review campaign revenue reports, accounts receivable, and accounts payable reports
Research customer discrepancies and past-due amounts with assistance of Staff Accountant and team members
Input payment requests 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 AHA funds handling and PCI procedures for checks, cash, and credit card transactions
Meet regularly with directors and volunteers to maintain open lines of communication
Respond to customer inquiries both internally and externally in a knowledgeable and timely manner
Perform other duties as required to support Directors, Senior Directors, Vice Presidents, and Senior Vice Presidents
Assist in coordination and execution of leadership and board meetings
Prepare presentations, correspondence, and documentation timely including meeting minutes
Work independently and in teams on special and ongoing projects