Event Planning Coordinator

American Heart Association•Philadelphia, PA

18h•$25 - $29•Hybrid

About The Position

The Event Planning Coordinator supports development team members in fundraising efforts, primarily through events, in the greater Philadelphia market. The position is office-based in Philadelphia, Pennsylvania, with some flexibility to work from home on certain days based on job and business needs. It primarily supports campaign events in Philadelphia and Southern New Jersey and requires regular local travel for events and meetings, as well as occasional out-of-town and overnight travel. The role helps plan and implement events for current and potential donors, including donor receptions, Heart Walks, and galas. It coordinates event logistics and stakeholders, manages vendors, volunteers, event communications, and event-related data, and supports financial processes such as donation and payment handling, reporting, and budget monitoring. The coordinator also provides administrative and business operations support, including assistance with leadership and board meetings, presentations, correspondence, documentation, and other projects. The American Heart Association provides training and support, including access to Heart U. The organization describes its culture as focused on work-life harmonization and offers a total rewards package that includes compensation, benefits, professional development, paid time off, holidays, and tuition assistance.

Requirements

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.
Intermediate skills in PowerPoint, Word, and Excel; skills are subject to testing.
Ability to manage multiple tasks concurrently.
Ability to objectively evaluate situations, make effective decisions, and develop alternative solutions.
Ability to work in a team and interact with staff, volunteers, and the public at all levels, including building and cultivating relationships inside and outside the Association.
Diplomatic, self-motivated, resourceful, considerate, and tactful approach.
Willingness and ability to adapt to changing ideas, responsibilities, expectations, strategies, and work processes.
Knowledge and skill in report preparation, proofreading, and attention to detail.
Access to reliable transportation at all times on an immediate basis.
Ability to transport materials and supplies to and from meetings and events, and to move large objects such as boxes; heavier items may need to be broken down or moved with additional assistance.
Must pass a background check and be at least 18 years old.

Nice To Haves

Experience in event planning, organizing, consultation, and event management.
Proficiency with web conferencing software such as Zoom or Microsoft Teams.
Advanced knowledge and skill in PowerPoint, Word, and Excel.
Nonprofit experience.
Digital event production experience.
Design skills, preferably in Canva or similar software.
Knowledge of email marketing basics and strong writing skills.
Experience using Tableau reports.
Proficiency in Microsoft SharePoint and Teams.
Experience with vendor negotiation and contract review.
Experience in high-level social or gala event planning and production.

Responsibilities

Plan and implement a variety of fundraising events for current and potential donors.
Coordinate event logistics from planning through execution, including venues, catering, entertainment, audiovisual services, staging, and required legal approvals.
Research, secure, and manage vendors while seeking cost-effective services and following Association guidelines.
Implement risk-reduction procedures for events.
Recruit, schedule, and train volunteers for projects and events.
Attend events to oversee setup, execution, and teardown.
Serve as a point of contact for vendors, supporters, sponsors, volunteers, and attendees.
Prepare ADA-compliant digital event communications and marketing materials in coordination with marketing and communications professionals, using Association templates and branding guidelines.
Potentially coordinate virtual event content, multimedia presentations, and technical support for digital experiences.
Collect, organize, enter, and maintain event data, including guest details, contact information, table assignments, sponsorship and donor benefits, and other event notes.
Manage auction-item data and ensure accurate, timely documentation in accordance with compliance standards.
Monitor donation information and revenue, ensure accurate and timely recording, and correct irregularities.
Generate reports from various systems as needed.
Collaborate with fundraising teams to review campaign revenue, accounts receivable, and accounts payable reports for accuracy and completeness.
Research customer discrepancies and past-due amounts with the Staff Accountant and other team members.
Enter payment requests in the financial system for vendor contracts and invoices.
Monitor event budgets and support cost-effective planning in accordance with financial guidelines.
Follow Association Funds Handling and PCI Procedures for check, cash, and credit card transactions.
Meet regularly with directors and volunteers to maintain communication and help ensure objectives are achieved.
Respond knowledgeably and promptly to internal and external customer inquiries.
Support fellow Philadelphia Event Planning Coordinators and the Senior Event Planning Director with fundraising events and business operations.
Assist with coordinating and executing leadership and board meetings.
Prepare presentations, correspondence, documentation, and meeting minutes in a timely manner.
Work independently and collaboratively on special one-time and ongoing projects.
Perform other duties as required to support directors, senior directors, vice presidents, and senior vice presidents.

Benefits

Medical, dental, vision, disability, and life insurance.
Retirement program with employer match and automatic contribution.
Employee assistance program.
Employee wellness program and telemedicine and medical consultation.
Professional mentoring program and Employee Resource Groups.
Heart U online university and professional development resources.
Paid time off, with a minimum of 16 days per year for new employees; the amount increases based on seniority.
12 paid holidays per year, including several days off at the end of the year.
Tuition assistance for education related to current duties, responsibilities, or potential future positions.
Performance and recognition programs, including annual salary planning and incentive programs when eligible.