Event Planning Coordinator

New Orleans, LA, USA|Travel

Job Overview

Employment Type

Full-time

Work Schedule

Flexible

Weekend Shifts

Benefits

Medical insurance

Dental Insurance

Vision Insurance

Disability insurance

Life insurance

Retirement plan with employer match and automatic contribution

Employee assistance program

employee wellness program

telemedicine

Paid Time Off

Paid holidays

Tuition Assistance

Job Description

The American Heart Association, founded in 1924, is a leading nonprofit organization dedicated to combating cardiovascular disease and promoting heart health across the United States. With nearly a century of impactful work, the Association has successfully cut cardiovascular disease deaths in half and continues to push forward with its mission of fostering healthier communities and advancing science, policy, and care related to heart and brain health. As part of this ongoing commitment, the American Heart Association supports a diverse team of passionate individuals who contribute to health breakthroughs and community outreach, underlining a culture that values inclusivity, progress, and personal growth. The organization is not only a workplace but also a community where employees thrive through its core values of being seen, heard, and valued.

The event planning coordinator position based in Metairie offers a hybrid working model, blending remote work with periodic travel to events in the greater New Orleans area. Reporting directly to the Vice President of Development, this full-time role plays a pivotal role in supporting the fundraising efforts of the development team. The coordinator is instrumental in planning and executing various fundraising events, such as donor receptions, Heart Walks, and Galas, designed to engage donors and promote the Association’s mission. Responsibilities extend beyond logistical organization to include vendor coordination, volunteer recruitment and training, budget monitoring, and ensuring compliance with organizational policies and legal requirements.

This position demands a professional who excels at multitasking, communication, and independent work, as well as someone who can collaborate effectively within a team environment to maintain seamless operations. The American Heart Association provides comprehensive support to its employees, including access to their award-winning corporate university, Heart U, and numerous professional development opportunities such as employee resource groups and mentoring programs. This role encourages candidates who are eager to contribute to a meaningful cause and who value work-life harmonization, which is a cornerstone of the Association’s culture. Not only does this position offer a competitive salary and benefits package, but it also offers a chance to be part of a historic and impactful organization dedicated to transforming health outcomes at the community and national levels.

Job Requirements

High school diploma or equivalent
minimum 3 years experience in event management, project coordination, or administrative support
proficiency with Microsoft Office applications
ability to work outside standard hours including evenings and weekends
access to reliable transportation at all times
ability to lift and move large objects with assistance if necessary

Job Qualifications

High school diploma or equivalent
minimum 3 years experience in event management, project coordination, or administrative support
excellent attention to detail
strong organizational and time management skills
proficient with Microsoft Office applications including Word, Excel, PowerPoint, Publisher, and Outlook
effective communication skills
ability to prioritize and solve problems
ability to work independently and manage multiple tasks simultaneously
ability to work occasional evenings and weekends
ability to handle physical tasks involving moving large objects
proficiency in Canva preferred
experience in event or meeting management preferred

Job Duties

Planning and coordinating donor receptions, Heart Walks, and Galas
securing and managing vendors for venues, catering, entertainment, AV, and staging
ensuring legal review and approval of event details
recruiting, scheduling, and training volunteers
coordinating event setup, execution, and tear down
acting as point of contact for vendors, supporters, sponsors, volunteers, and attendees
monitoring event budgets and tracking invoices and expenses
preparing and distributing event-related reports
creating and updating spreadsheets
responding to internal and external customer inquiries
preparing presentations, correspondence, and documentation
scheduling and coordinating meetings and deadlines
managing multiple projects independently and collaboratively
supporting senior leadership including the Vice President of Development and Executive Director