Event Planning Coordinator

The American Heart Association (AHA) is a renowned nonprofit organization dedicated to fighting cardiovascular diseases and promoting heart health. Founded in 1924, the AHA has played a significant role in reducing cardiovascular disease deaths by half, continually working towards a healthier future for all. With a mission to be a relentless force for longer, healthier lives regardless of race, ethnicity, gender, religion, or abilities, the Association drives breakthroughs in science, policy, and care. The organization fosters a culture called #TheAHALife, emphasizing work-life harmonization, supportive values, and professional growth opportunities. The AHA is committed to inclusivity and diversity and provides a wide range of benefits designed to support employee well-being and career development. The American Heart Association offers an engaging workplace environment where employees can thrive both personally and professionally while contributing meaningfully to public health.

The American Heart Association is currently seeking a dedicated Event Planning Coordinator based in their Pittsburgh, PA office. This full-time position involves supporting campaign events in Pittsburgh and Morgantown, WV. The role requires occasional travel within the Eastern States region for events and meetings, including overnight stays. As an Event Planning Coordinator, you will support the development team’s fundraising efforts by managing data across various event management systems related to leadership, donations, and event logistics. You will be instrumental in coordinating event planning activities with vendors and volunteers, processing payments through the financial system, and collaborating with colleagues across departments to ensure smooth event execution and alignment with the Association’s goals.

Your responsibilities will focus on planning and implementing a variety of events appealing to donors such as donor receptions, Heart Walks, and Galas. You will coordinate logistical aspects, including securing vendors, venue selection, catering, entertainment, audio-visual setup, and risk management procedures to guarantee event success and safety. Managing volunteers by recruiting, scheduling, and providing training is also an essential part of the role. On event days, your presence will ensure seamless setup, execution, and teardown, serving as a point of contact for vendors, sponsors, volunteers, and attendees to provide exceptional service.

In addition to event logistics, you will oversee critical event data management. This includes maintaining detailed records of guests, sponsorships, auction items, and donation tracking with precision and compliance. Generating reports and analyzing fundraising metrics will support the fundraising teams and overall campaign objectives. The financial duties of the role involve collaborating with fundraising teams and accountants to review revenue reports, process vendor payments, monitor budgets, and adhere strictly to funds handling and PCI procedures.

Beyond event-specific functions, the Event Planning Coordinator supports a collaborative work environment by maintaining open communication with directors and volunteers and responding to inquiries with professionalism and timeliness. You will assist in coordinating leadership and board meetings, preparing presentations, minutes, and documentation, and managing special projects both independently and as part of a team.

This role offers significant opportunities for professional development, access to the Heart U online university, and inclusion in various employee resource groups. The AHA provides a competitive hourly wage ranging from $21.90 to $28.00, commensurate with experience, and an extensive benefits package including health insurance, retirement programs, paid time off, tuition assistance, and wellness initiatives. Joining the American Heart Association means contributing to a powerful movement advancing cardiovascular health while growing your career in a supportive, mission-driven environment.