Event Planning Coordinator

New Orleans, LA, USA|Travel

Job Overview

Employment Type

Full-time

Work Schedule

Standard Hours

Flexible

Day Shifts

Weekend Shifts

Benefits

health benefits

Medical Plans

Dental plans

vision plans

Disability insurance

Paid Time Off

Employee Assistance Programs

Job Description

The American Heart Association, founded in 1924, is a renowned non-profit organization dedicated to fighting cardiovascular disease and stroke. With a century-long history of groundbreaking achievements that have significantly reduced cardiovascular deaths, the Association continues its mission to build healthier lives, free of cardiovascular diseases and stroke. The organization is committed to scientific advancement, advocacy, community health initiatives, and support for individuals affected by heart disease and stroke. As a leader in public health, the American Heart Association emphasizes inclusivity and diversity, aiming to reach communities regardless of race, ethnicity, gender, or physical and cognitive abilities. The Association is also known for fostering a supportive work culture called #TheAHALife, promoting work-life harmonization and professional growth through resources like Heart U, their award-winning corporate university.

This specific role is for an Event Planning Coordinator based in Metairie, Louisiana, operating primarily in a hybrid/home-based capacity with occasional travel to events around the greater New Orleans area. Reporting to the Vice President of Development, the role plays a critical part in supporting the development team to execute successful fundraising efforts. The Event Planning Coordinator is responsible for managing the logistical aspects of various events such as donor receptions, Heart Walks, and Galas, all geared toward engaging current and prospective donors. The position requires handling vendor coordination, volunteer recruitment, risk management adherence, budget tracking, and event execution. Additionally, the role involves substantial administrative support, including maintaining communications among team members, preparing reports and presentations, scheduling meetings, and ensuring deadlines are met.

Employees at the American Heart Association receive access to comprehensive training and development programs, including mentorship opportunities and employee resource groups to support continual career growth. They benefit from a robust total rewards package featuring competitive salary reviews, annual performance incentives, health insurance including medical, dental, and vision, disability and life insurance coverage, a retirement program with matching contributions, and wellness initiatives such as employee assistance programs, telemedicine, and wellness challenges. The organization underscores the importance of work-life balance, offering paid time off starting at 16 days per year plus 12 paid holidays annually. Furthermore, tuition assistance is available to encourage continued education correlated with employees' roles or career advancement within the Association. This full-time position highlights a strong commitment to community impact, professional development, and inclusive employment practices.

Job Requirements

High school diploma or equivalent
Minimum 3 years of experience in event management, project coordination, or administrative support
Proficient with Microsoft Office applications
Ability to prioritize and manage multiple tasks
Excellent communication and organizational skills
Ability to work independently and as part of a team
Availability to work some evenings and weekends
Reliable transportation
Ability to lift or move large objects and work on-site at events as required

Job Qualifications

High school diploma or equivalent
Minimum 3 years of experience in event management, project coordination, or administrative support
Excellent attention to detail, workflow and calendar organization, verbal and non-verbal communication, and highly effective organizational and time management skills
Ability to prioritize and develop solutions for effective decision-making
Ability to work independently, prioritize, and handle multiple tasks while managing multiple territories simultaneously
Proficient with all Microsoft Office applications (Word, Excel, PowerPoint, Publisher, Outlook)
Ability to work outside of standard hours, which may involve some evenings and/or weekends
Requires access to reliable transportation at all times
Ability to and/or move large objects with the expectation that heavier items would be broken down into smaller components or requesting additional assistance

Job Duties

Securing and coordinating details with vendors for venues, catering, entertainment, AV, and staging, and ensuring proper Association legal review and approval
Implementing and adhering to all Association risk reduction procedures
Recruiting, scheduling, and training volunteers to assist with projects and events, ensuring a positive experience
Attending in-person events to coordinate set up, execution, and tear down
Acting as a point of contact for vendors, supporters, sponsors, volunteers, and attendees
Ensuring accuracy and adherence to the latest policies and practices of the Association
Monitoring event budget by coordinating and tracking invoices, expenses, and peripheral accounts
Preparing and distributing reports as requested
Creating and updating Excel spreadsheets while meeting regularly with directors and volunteers to maintain open lines of communication
Maintaining a high level of service by responding to customer inquiries both internally and externally
Preparing presentations, correspondence, and documentation in a timely manner
Preparing and communicating schedules and meetings, and ensuring deadlines are met
Working independently and within a team on special projects
Performing other duties as required to support leadership