Event Planning Coordinator

Miami, FL, USA|Travel

Job Overview

Employment Type

Full-time

Hourly

Work Schedule

Standard Hours

Flexible

Weekend Shifts

Benefits

Medical insurance

Dental Insurance

Vision Insurance

Disability insurance

Life insurance

Retirement Plan

Paid Time Off

Job Description

The American Heart Association, founded in 1924, is a leading nonprofit organization that has made remarkable progress in reducing cardiovascular disease deaths by half. The organization is deeply committed to overcoming today's biggest health challenges and accelerating advancements in heart and brain health. With over a century of trusted leadership, the American Heart Association is dedicated to driving breakthroughs and implementing proven solutions in science, policy, and care, aiming to ensure healthier lives for all individuals regardless of race, ethnicity, gender, religion, or physical abilities. The Association fosters an inclusive environment where employees can thrive both personally and professionally, embracing work-life harmonization through resources like their award-winning corporate university, Heart U, and supportive programs tailored to employees' changing needs.

The role of Event Planning Coordinator at the American Heart Association is a dynamic and vital position based in Miami, Florida, designed for a detail-oriented and high-energy professional who excels in fast-paced settings. This hybrid full-time position focuses on supporting fundraising campaigns and donor engagement events, providing an opportunity to work on high-profile, mission-critical events that involve influential community leaders, corporate partners, and significant donors. The Event Planning Coordinator will play a crucial role in planning, coordinating, and executing various mission-driven events, ensuring seamless on-site support and logistical management. Responsibilities include collaborating with internal teams, vendors, and volunteers, managing event finances, and delivering exceptional communication and customer service.

This role emphasizes a proactive and solutions-oriented approach with a passion for making a positive impact. Those in the position can expect occasional travel, including overnight trips throughout the region, and flexibility to work outside standard hours, including weekends, to support event success. The American Heart Association values the contributions of its employees, offering a competitive base salary commensurate with experience, a comprehensive benefits package including medical, dental, and vision coverage, retirement plans with employer matching, and a range of professional development opportunities. Through a supportive and mission-driven culture, the Event Planning Coordinator is welcomed into a high-performing team committed to excellence, innovation, and advancing the Association's vision for healthier communities globally.

Job Requirements

High school diploma or equivalent
minimum 3 years of experience in event management, project coordination or administrative support
strong attention to detail and ability to manage multiple tasks simultaneously
proficiency in Outlook, Microsoft Teams, PowerPoint, Word, and Excel
strong decision-making and problem-solving abilities
excellent interpersonal skills
self-motivated and adaptable
ability to communicate effectively and build relationships
comfortable working in a fast-paced environment
skilled in report preparation and proofreading
access to reliable transportation
smartphone required
ability to move large objects with assistance
at least 18 years old
pass background check

Job Qualifications

High school diploma or equivalent
minimum 3 years of experience in event management, project coordination or administrative support
strong attention to detail and ability to manage multiple tasks simultaneously
proficiency in Outlook, Microsoft Teams, PowerPoint, Word, and Excel
strong decision-making and problem-solving abilities
excellent interpersonal skills with ability to build relationships across all levels
self-motivated, adaptable and diplomatic
comfortable working in a dynamic, fast-changing environment
skilled in report preparation and proofreading
requires access to reliable transportation at all times
smartphone required
ability to move large objects with assistance as needed
must be at least 18 years old and pass background check
college degree or advanced certificate preferred
experience in nonprofit or mission-driven organizations preferred
design skills (Canva or similar) preferred
experience with vendor negotiation and contract review preferred
ability to drive a box truck to and from events preferred

Job Duties

Lead and support planning for major fundraising events and donor experiences
collaborate with internal teams, vendors and volunteers to manage event logistics, timelines and execution
process payments and monitor financials with accuracy and timeliness
provide on-site support for events across the region, including occasional travel
contribute to a high-performing team culture focused on excellence, innovation and mission impact
source and manage vendors, venues, catering, AV and entertainment to ensure cost-effective solutions and compliance
recruit, train, and schedule volunteers to support event execution
serve as the on-site lead for setup, execution and teardown
act as primary contact for vendors, sponsors, volunteers, and attendees delivering exceptional service
create ADA-compliant digital communications in coordination with marketing teams
support virtual event production including multimedia coordination and technical support
maintain accurate and organized event data including guest lists, sponsorships, seating, and donor benefits
manage auction item data and associated revenue/donations with precision and compliance
track and analyze donation and revenue data and generate reports
collaborate with fundraising teams to review revenue, accounts receivable/payable ensuring financial accuracy
research discrepancies and assist with resolving past-due amounts
process vendor payments and contracts in the financial system
monitor event budgets ensuring cost-effective planning
adhere to the Association's Funds Handling and PCI procedures for all financial transactions
maintain strong communication with directors and volunteers
respond to internal and external inquiries professionally and timely
support leadership with meeting coordination, documentation and special projects
prepare presentations, sponsorship materials, correspondence, and meeting minutes
work independently and collaboratively on recurring and ad hoc initiatives
perform other duties as required