Job Overview
Employment Type
Full-time
Benefits
health benefits
Medical, Dental, and Vision plans
Disability & insurance
Well onTarget – wellness program
Holidays & paid time off
Employee Assistance Programs
Job Description
The American Heart Association, established in 1924, is a leading nonprofit organization dedicated to reducing cardiovascular disease deaths and improving overall heart health nationwide. With nearly a century of trusted leadership, the Association has successfully cut cardiovascular disease deaths in half, yet it continues to face urgent health challenges that demand innovative solutions and committed professionals. As a mission-driven organization, the American Heart Association is passionate about accelerating progress through scientific breakthroughs, policy advocacy, community programs, and life-saving education. It emphasizes inclusivity and aims to impact all demographics equitably, regardless of race, ethnicity, gender, or physical abilities, making it a vital force in public health.
This renowned organization embodies a culture known as #TheAHALife, which promotes work-life harmonization, career growth, and employee well-being, ensuring that its people are seen, heard, and valued. The American Heart Association supports its workforce with extensive training resources, including its award-winning corporate university, Heart U, and encourages participation in Employee Resource Groups and mentoring programs. The Association’s vibrant culture nurtures innovation, excellence, and collaboration, inviting passionate individuals to contribute meaningfully to its life-saving mission.
The role of Event Planning Coordinator based in the Charleston market is a pivotal position within this impactful organization. This hybrid full-time role, requiring a 37.5-hour workweek, offers the chance to work on some of the Association’s most visible and crucial fundraising campaigns and donor events. The successful candidate will serve as a high-energy, detail-driven professional responsible for supporting the planning, logistics, and execution of large-scale fundraising events that engage influential community leaders, corporate partners, and high-level donors. In addition to logistical coordination, this position demands excellent communication skills, financial acumen, and the ability to provide exceptional on-site event support, including occasional regional travel with overnight stays. Candidates must have access to reliable transportation and be comfortable working beyond standard hours, including weekends.
The Event Planning Coordinator will collaborate across various internal teams, external vendors, and dedicated volunteers, ensuring seamless event execution that aligns with the organization’s mission and guidelines. Tasks range from vendor negotiation and contract processing to managing event data, overseeing budgets, and adhering strictly to safety and financial compliance protocols. This role significantly contributes to maintaining the American Heart Association's reputation for delivering exceptional donor experiences and mission-driven events that fuel its ongoing public health efforts.
The American Heart Association offers competitive compensation, comprehensive benefits such as medical, dental, vision, disability, and life insurance, and robust retirement plans with employer contributions. The organization prioritizes employee wellness through programs like Well onTarget and provides paid time off including holidays. Moreover, professional development is a key component of the employment package, with tuition assistance available to support career advancement and ongoing education. Joining the American Heart Association means becoming part of a workforce dedicated to creating a healthier future for all, making a tangible difference in communities, and advancing groundbreaking health initiatives globally.
This renowned organization embodies a culture known as #TheAHALife, which promotes work-life harmonization, career growth, and employee well-being, ensuring that its people are seen, heard, and valued. The American Heart Association supports its workforce with extensive training resources, including its award-winning corporate university, Heart U, and encourages participation in Employee Resource Groups and mentoring programs. The Association’s vibrant culture nurtures innovation, excellence, and collaboration, inviting passionate individuals to contribute meaningfully to its life-saving mission.
The role of Event Planning Coordinator based in the Charleston market is a pivotal position within this impactful organization. This hybrid full-time role, requiring a 37.5-hour workweek, offers the chance to work on some of the Association’s most visible and crucial fundraising campaigns and donor events. The successful candidate will serve as a high-energy, detail-driven professional responsible for supporting the planning, logistics, and execution of large-scale fundraising events that engage influential community leaders, corporate partners, and high-level donors. In addition to logistical coordination, this position demands excellent communication skills, financial acumen, and the ability to provide exceptional on-site event support, including occasional regional travel with overnight stays. Candidates must have access to reliable transportation and be comfortable working beyond standard hours, including weekends.
The Event Planning Coordinator will collaborate across various internal teams, external vendors, and dedicated volunteers, ensuring seamless event execution that aligns with the organization’s mission and guidelines. Tasks range from vendor negotiation and contract processing to managing event data, overseeing budgets, and adhering strictly to safety and financial compliance protocols. This role significantly contributes to maintaining the American Heart Association's reputation for delivering exceptional donor experiences and mission-driven events that fuel its ongoing public health efforts.
The American Heart Association offers competitive compensation, comprehensive benefits such as medical, dental, vision, disability, and life insurance, and robust retirement plans with employer contributions. The organization prioritizes employee wellness through programs like Well onTarget and provides paid time off including holidays. Moreover, professional development is a key component of the employment package, with tuition assistance available to support career advancement and ongoing education. Joining the American Heart Association means becoming part of a workforce dedicated to creating a healthier future for all, making a tangible difference in communities, and advancing groundbreaking health initiatives 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 with the 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 on an immediate basis
- Ability to and/or move large objects such as boxes with expectation that heavier items would be broken down into smaller components or requesting assistance before lifting or moving
- Must be at least 18 years old and pass a 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 (skills subject to testing)
- Strong decision-making and problem-solving abilities
- Excellent interpersonal skills with the 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 on an immediate basis
- Ability to and/or move large objects (such as boxes) with the expectation that heavier items would be broken down into smaller components, or requesting additional assistance may be required before lifting and/or moving
- Must be at least 18 years old and pass a 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 across state lines (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
- Plan and execute a variety of mission-driven events and meetings
- Source and manage vendors, venues, catering, AV and entertainment, ensuring cost-effective solutions and compliance with the Association guidelines
- Implement risk reduction procedures to ensure safe and successful events
- Recruit, train, and schedule volunteers to support event execution
- Serve as the on-site lead for setup, execution, and teardown
- Act as the primary contact for vendors, sponsors, volunteers, and attendees, delivering exceptional service
- Create ADA-compliant digital communications (invitations, programs, logistics) in coordination with marketing teams using Association templates and branding
- 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, correcting discrepancies and generating reports as needed
- Collaborate with fundraising teams to review revenue, accounts receivable/payable and ensure financial accuracy
- Research discrepancies and assist with resolving past-due amounts
- Process vendor payments and contracts in the financial system
- Monitor event budgets and ensure cost-effective planning
- Adhere to the Association’s funds handling and PCI procedures for all financial transactions
- Maintain strong communication with directors and volunteers to ensure alignment on goals
- Respond to internal and external inquiries with professionalism and timeliness
- 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
- Note that responsibilities are subject to change
Job Criteria
Experience
No experience required
Job Location
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