Event Planning Coordinator

The American Heart Association (AHA) is a leading nonprofit organization dedicated to fighting cardiovascular disease and stroke, aiming to build healthier lives and communities. Founded in 1924, the AHA has significantly contributed to reducing cardiovascular disease deaths by half over the past century. With a mission to be a relentless force for longer, healthier lives for all, regardless of race, ethnicity, gender identity, religion, age, or physical abilities, the organization has a deep commitment to inclusivity and equity. The AHA supports a broad network of volunteers, donors, and employees who work collaboratively to raise awareness, fund research, and provide education on cardiovascular health. This commitment extends into a vibrant workplace culture, known as TheAHALife, which embodies work-life harmonization and supports employees personally and professionally through resources like an award-winning corporate university and ongoing training.

The American Heart Association is currently seeking an Event Planning Coordinator to join their team in a home-office capacity in the Hampton Roads area of Virginia. This role supports campaign events throughout Virginia and requires periodic travel for events and meetings. The Event Planning Coordinator plays a vital role in the fundraising and donor engagement efforts by managing event logistics, coordinating with vendors and volunteers, processing payments, and maintaining accurate event data. The position involves a diverse range of responsibilities, from planning donor receptions and gala experiences to handling digital and virtual event production elements. The Coordinator ensures seamless execution of events by managing details related to venues, catering, entertainment, and AV requirements, always following risk reduction and compliance procedures.

The role also encompasses a strong data management component. The Coordinator will meticulously collect, organize, and analyze event-related data, such as guest information, auction item details, donation tracking, and financial reporting to support successful campaign results. These tasks require a high level of attention to detail, accuracy, and organizational skills. Financial responsibilities include reviewing campaign revenue reports, collaborating to resolve financial discrepancies, processing payments for vendors, monitoring budgets, and adhering to the American Heart Association’s funds handling and PCI procedures for transactions.

Apart from event-related duties, the position offers significant opportunities for internal collaboration and support. The Event Planning Coordinator works closely with directors, volunteers, and multiple departments to maintain open communication and ensure objectives are met. Additional responsibilities include preparing presentations, meeting minutes, correspondence, and other documentation to support leadership and board meetings. Candidates must be proactive, flexible, and capable of working both independently and within teams to manage ongoing projects and special initiatives.

The American Heart Association values professional development and offers extensive resources to help employees grow. The successful candidate will have access to Heart U, a national online university, and employee resource groups that encourage mentorship and career advancement. The AHA also prioritizes work-life harmonization through competitive paid time off, holidays, and tuition assistance programs. Compensation for this role ranges from $21.90 to $28.10 per hour, commensurate with experience and geographic considerations.

Joining the American Heart Association as an Event Planning Coordinator means becoming part of a movement dedicated to saving lives and creating healthier communities through impactful events and campaigns. It is an opportunity to contribute meaningfully to a well-respected organization with over 100 years of trusted leadership in cardiovascular and brain health. This role is ideal for individuals who are passionate about event management, data accuracy, and fundraising, and who want to make a positive difference while advancing their careers in a supportive work environment.