Event Planning Coordinator-TEMPORARY

Union City, NJ, USA|Travel, Onsite

Job Overview

Employment Type

Temporary

Compensation

Type:

Hourly

Rate:

Range $22.00 - $32.00

Work Schedule

Standard Hours

Benefits

Professional Development

competitive base salary

Training and support

Flexible work environment

Opportunity for growth

Employee Resource Groups

mentoring program

Job Description

The American Heart Association (AHA), since its founding in 1924, has been a leading force in combating cardiovascular disease, successfully cutting cardiovascular deaths in half. As a trusted nonprofit organization committed to improving heart health and stroke awareness, the AHA continues to advance groundbreaking research, promote health education, and support communities in the fight against cardiovascular and brain diseases. Operating nationwide with a strong presence in cities like New York City, the Association plays a pivotal role in fostering healthier lives through science, policy, and community engagement.

The American Heart Association is currently seeking a Temporary Event Planning Coordin... Show More

Job Requirements

Must have earned a high school diploma or equivalent
At least three years of experience in administrative work project coordination and or event management systems with strong attention to detail
Experience in event planning organizing consultation and event management preferred
Proficient in using web conferencing software such as Zoom Microsoft Teams etc
Demonstrated ability to work on multiple tasks concurrently
Must have intermediate skills in PowerPoint Word and Excel advanced knowledge and skill are preferred
Ability to objectively evaluate make effective decisions and develop alternative solutions
Ability to work in a team environment and interact with all levels of American Heart Association staff volunteers and the public
Ability to be diplomatic self-motivated resourceful considerate and tactful
Willingness to work in an atmosphere requiring flexibility and change
Knowledge of and skill in report preparation proofreading and attention to detail
Requires access to reliable transportation at all times on an immediate basis
Ability to transport materials and other supplies to and from meetings and events possibly move large objects with assistance
Must pass a background check
Must be at least 18 years old

Job Qualifications

High school diploma or equivalent
At least three years of experience in administrative work project coordination or event management systems with strong attention to detail
Experience in event planning organizing consultation and event management preferred
Proficient in web conferencing software such as Zoom and Microsoft Teams
Demonstrated ability to work on multiple tasks concurrently
Intermediate skills in PowerPoint Word and Excel with advanced skills preferred
Ability to objectively evaluate make effective decisions and develop alternative solutions
Ability to work in a team environment and interact with all levels of staff volunteers and the public
Diplomatic self-motivated resourceful considerate and tactful
Ability to respond quickly to changing ideas responsibilities expectations and strategies
Knowledge of report preparation proofreading and attention to detail

Job Duties

Coordinate logistical aspects of assigned events ensuring seamless execution from start to finish
Proactively research secure and manage vendors for event services ensuring cost-effective solutions and compliance with Association guidelines
Plan and coordinate event details including venues catering entertainment AV and staging while securing necessary legal approvals
Implement Association risk reduction procedures to ensure the safety and success of each event
Recruit schedule and train volunteers to assist with projects and events to ensure a positive experience
Attend events to oversee setup execution and teardown ensuring everything runs smoothly
Act as a point of contact for vendors supporters sponsors volunteers and attendees providing exceptional service and support
Prepare ADA-compliant digital event communications for save the dates invitations event logistics event programs and other marketing materials as needed in coordination with marketing professionals
Manage event data including guest names contact information table assignments sponsorship donor benefits and other key notes relevant to the event
Oversee collection management and entry of auction item data ensuring precise and prompt documentation
Manage and monitor donation information ensuring accurate and timely recording correcting irregularities as needed
Generate reports from various systems as needed
Collaborate with fundraising teams to review campaign revenue accounts receivable and accounts payable reports ensuring accuracy and completeness
Research customer discrepancies and past-due amounts with assistance from Staff Accountant
Input requests for payments in financial system for vendor contracts and invoices
Monitor and manage event budgets ensuring cost-effective planning and adherence to financial guidelines
Adhere to American Heart Association funds handling and PCI procedures for checks cash and credit card transactions
Maintain open lines of communication with directors and volunteers to ensure objectives are met
Respond to customer inquiries both internally and externally in a knowledgeable and timely manner
Assist in coordination and execution of leadership and board meetings
Prepare presentations correspondence and documentation including meeting minutes
Work independently and within a team on special projects and ongoing initiatives

Job Qualifications

Experience

Mid Level (3-7 years)

Job Location

We didn't receive the exact location for this job posting,

please contact the employer.

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