Event Planning Coordinator

The American Heart Association (AHA) is a renowned nonprofit organization dedicated to fighting cardiovascular disease and promoting brain health across communities. Founded in 1924, the AHA has made remarkable progress by reducing cardiovascular disease deaths by half, yet the organization continues to push forward toward solving today’s most pressing health challenges. With a mission to be a relentless force for longer, healthier lives through science, policy, and care, the AHA fosters equity and inclusion, serving diverse populations without discrimination. Headquartered in various locations including Pittsburgh, Pennsylvania, the AHA is committed to supporting its employees with resources that promote work-life harmonization and professional growth, such as access to an award-winning corporate university known as Heart U, ongoing training, employee resource groups, and comprehensive benefits.

This opportunity is for a full-time Event Planning Coordinator position based in the Pittsburgh, PA office, supporting campaign events in both Pittsburgh and Morgantown, West Virginia. This role involves occasional travel within the Eastern States region, including overnight stays, to ensure the success of event executions. The Event Planning Coordinator plays a crucial role in supporting the development team’s fundraising efforts by managing a broad range of event-related tasks. These responsibilities include coordinating logistics, managing event and donor data, vendor negotiations, volunteer coordination, financial tracking, and ensuring compliance with organizational policies and safety guidelines.

This role involves hands-on event coordination, including planning and executing donor receptions, fundraising walks, gala dinners, and other campaign events that engage current and potential donors. The Coordinator oversees securing venues, catering, entertainment, audiovisual arrangements, and staging, while ensuring legal and risk management protocols are met. In addition, the position requires managing detailed event data such as guest lists, auction items, donation tracking, and revenue reports to support transparency and efficient fundraising.

The Event Planning Coordinator serves as a vital point of contact for vendors, donors, volunteers, and attendees. The role also extends to preparing ADA-compliant marketing and event communications in collaboration with marketing teams, and potentially supporting virtual event production, including multimedia presentations and technical support. The position requires a high degree of organization, attention to detail, and ability to multitask effectively.

The financial aspect of the position includes processing payments, reviewing financial reports, handling discrepancies, managing budgets, and complying with the American Heart Association’s funds handling and PCI procedures. This ensures the organization maintains trust with volunteers, donors, and the public.

The AHA values a collaborative and supportive workplace culture, and the Event Planning Coordinator will work closely with various internal stakeholders including directors, volunteers, and senior leadership. Responsibilities include preparing presentations, managing correspondence, assisting with leadership and board meetings, and contributing to special projects.

Compensation for this position ranges from $21.90 to $28.00 per hour, depending on experience and geographic differentials. The American Heart Association offers an extensive benefits package, including medical, dental, vision insurance, disability and life coverage, retirement programs with employer match, employee wellness programs, paid time off, holidays, tuition assistance, and professional development opportunities. The AHA fosters diversity and inclusion and provides equal employment opportunities for all qualified applicants.

Working at the American Heart Association means joining a mission-driven organization dedicated to making an impactful difference in public health while supporting employees’ professional growth and well-being. This role is ideal for candidates passionate about event coordination, fundraising, and nonprofit work who thrive in a dynamic, team-oriented environment with a commitment to excellence and community impact.