Job Overview
Employment Type
Part-time
Hourly
Compensation
Hourly
Range $19.50 - $28.00
Work Schedule
Flexible
Benefits
Medical insurance
Dental Insurance
Vision Insurance
Disability insurance
Life insurance
retirement plan with employer match
Paid Time Off
Tuition Assistance
employee wellness program
Employee assistance program
Job Description
The American Heart Association (AHA) is a nationally recognized nonprofit organization dedicated to combating cardiovascular disease and stroke, two of the leading causes of death in the United States. Since its establishment in 1924, the AHA has been at the forefront of health advocacy, research advancements, public education, and community support programs aimed at improving heart and brain health for people across the nation. Through its impactful initiatives, the AHA has successfully reduced cardiovascular disease fatalities by half, yet the organization continues to push forward in its mission to create a healthier future for all individuals, regardless of background or circumstance.
With a strong presence in Pittsburgh, PA, the Association is seeking a passionate and detail-oriented Event Planning Coordinator to join the local team. This office-based role supports campaign events across Pittsburgh and Morgantown, WV, involving some travel within the Eastern States region. The position offers an excellent opportunity for someone who thrives in a dynamic environment, enjoys event logistics and planning, and wants to contribute meaningfully to fundraising efforts that support lifesaving research and educational outreach.
The Event Planning Coordinator plays a critical role in ensuring the smooth planning and execution of various fundraising events such as donor receptions, Heart Walks, and Gala experiences. This involves coordinating event logistics including securing and managing vendors, overseeing event setup and teardown, recruiting and training volunteers, and managing detailed event communications compliant with accessibility standards. Additionally, the coordinator handles all aspects of event data management, including collection and organization of guest information, auction item details, and donation tracking. This data is essential for comprehensive financial reporting and ensuring the integrity of fundraising campaigns.
In terms of financial responsibilities, the coordinator collaborates with fundraisers and finance staff to review campaign revenue, manage accounts payable and receivable, and ensure compliance with the American Heart Association’s funds handling procedures. Beyond event and financial management, the role supports organizational operations by facilitating communication among directors, volunteers, and staff, preparing meeting materials, and supporting leadership meetings and special projects.
The AHA fosters a supportive culture encapsulated in the #TheAHALife initiative, promoting work-life harmony and professional growth. Employees have access to the Heart U corporate university for training, a comprehensive total rewards program including competitive compensation, medical and dental benefits, retirement plans with employer matching, paid time off, and tuition assistance. As part of the American Heart Association, the Event Planning Coordinator not only develops valuable skills in event and project management but also makes a tangible impact on the health of communities.
The ideal candidate will have verified experience in event planning or administrative coordination, strong communication and organizational skills, proficiency with software tools like Microsoft Office and web conferencing platforms, and a commitment to the values of inclusion, respect, and adaptability within a nonprofit setting. The pay range is competitive, starting at $21.90 to $28.00 per hour, varying according to experience and geographic location. This role represents a fulfilling opportunity to contribute to a mission-driven organization with a legacy of transformative health achievements and a vision for continued breakthroughs by 2028 and beyond.
With a strong presence in Pittsburgh, PA, the Association is seeking a passionate and detail-oriented Event Planning Coordinator to join the local team. This office-based role supports campaign events across Pittsburgh and Morgantown, WV, involving some travel within the Eastern States region. The position offers an excellent opportunity for someone who thrives in a dynamic environment, enjoys event logistics and planning, and wants to contribute meaningfully to fundraising efforts that support lifesaving research and educational outreach.
The Event Planning Coordinator plays a critical role in ensuring the smooth planning and execution of various fundraising events such as donor receptions, Heart Walks, and Gala experiences. This involves coordinating event logistics including securing and managing vendors, overseeing event setup and teardown, recruiting and training volunteers, and managing detailed event communications compliant with accessibility standards. Additionally, the coordinator handles all aspects of event data management, including collection and organization of guest information, auction item details, and donation tracking. This data is essential for comprehensive financial reporting and ensuring the integrity of fundraising campaigns.
In terms of financial responsibilities, the coordinator collaborates with fundraisers and finance staff to review campaign revenue, manage accounts payable and receivable, and ensure compliance with the American Heart Association’s funds handling procedures. Beyond event and financial management, the role supports organizational operations by facilitating communication among directors, volunteers, and staff, preparing meeting materials, and supporting leadership meetings and special projects.
The AHA fosters a supportive culture encapsulated in the #TheAHALife initiative, promoting work-life harmony and professional growth. Employees have access to the Heart U corporate university for training, a comprehensive total rewards program including competitive compensation, medical and dental benefits, retirement plans with employer matching, paid time off, and tuition assistance. As part of the American Heart Association, the Event Planning Coordinator not only develops valuable skills in event and project management but also makes a tangible impact on the health of communities.
The ideal candidate will have verified experience in event planning or administrative coordination, strong communication and organizational skills, proficiency with software tools like Microsoft Office and web conferencing platforms, and a commitment to the values of inclusion, respect, and adaptability within a nonprofit setting. The pay range is competitive, starting at $21.90 to $28.00 per hour, varying according to experience and geographic location. This role represents a fulfilling opportunity to contribute to a mission-driven organization with a legacy of transformative health achievements and a vision for continued breakthroughs by 2028 and beyond.
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
- 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 a flexible and changing environment
- 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 move large objects with assistance or by breaking down items
- 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, 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 build and cultivate relationships
- Ability to be respectful, self-motivated, resourceful, considerate, and thoughtful
- Willingness to work in a flexible and changing environment
- Knowledge of and skill in report preparation, proofreading, and attention to detail
- Requires access to reliable transportation at all times
- Ability to transport materials and other supplies to and from meetings and events
- Must pass a background check
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
- Handle 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
- Run and monitor donation information, ensuring accurate and timely recording and correcting irregularities as needed
- Generate reports from various systems as required
- Collaborate with fundraising teams to review campaign revenue reports, accounts receivable, and accounts payable reports
- Research customer discrepancies and past-due amounts with assistance
- Input requests for payments in the financial system
- Monitor and handle event budgets ensuring cost-effective planning and adherence to financial guidelines
- Adhere to American Heart Association Funds Handling and PCI Procedures
- Maintain open communication with directors and volunteers
- Respond to customer inquiries promptly
- Assist in coordination and execution of leadership and board meetings
- Prepare presentations, correspondence, and meeting minutes
- Work independently and as part of a team on special and ongoing projects
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
Your Profile Is Visible To Hiring Managers Across OysterLink.
We'll match you with best jobs
Get job offers faster
Search For More Opportunities:
How Candidates Get Hired Faster
Apply to 2–3 similar roles
Complete profile & get best matches
Check new opportunities daily
