Event Planning Coordinator

American Heart Association•Philadelphia, PA

5d•Hybrid

About The Position

The American Heart Association is hiring an Event Planning Coordinator to support fundraising efforts, primarily through campaign events in Philadelphia and Southern New Jersey. This office-based position is in Philadelphia, Pennsylvania, with some flexibility to work from home on certain days based on job and business needs. It involves regular local travel for events and meetings, as well as occasional out-of-town and overnight travel. The coordinator supports development team members by managing event data across event management systems; coordinating with internal and external stakeholders; preparing fundraising communications; processing payments through the financial system; and collaborating with colleagues and departments on tasks that support the Association’s mission in the greater Philadelphia market. The role helps plan and implement donor events, manages event logistics and related financial and fundraising data, and provides administrative and operational support to staff, volunteers, and leadership. The Association provides training and development resources, including its Heart U corporate university. The role is part of an organization that emphasizes work-life harmonization, employee well-being, and professional development.

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.
Proficiency with web conferencing software such as Zoom or Microsoft Teams.
Ability to manage multiple tasks concurrently.
Intermediate skills in PowerPoint, Word, and Excel; skills may be tested.
Ability to evaluate situations objectively, make effective decisions, and develop alternative solutions.
Ability to work in a team and interact with all levels of staff, volunteers, and the public, including building and cultivating relationships within and outside the Association.
Ability to be diplomatic, self-motivated, resourceful, considerate, and tactful.
Willingness and ability to work in an environment requiring flexibility and change, and to respond quickly to changing ideas, responsibilities, expectations, strategies, and processes.
Knowledge of and skill in report preparation, proofreading, and attention to detail.
Reliable transportation available at all times on an immediate basis.
Ability to transport materials and supplies to and from meetings and events.
Ability 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.
Advanced knowledge and skills 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

Help plan and implement a variety of events for current and potential donors, including donor receptions, Heart Walks, and galas.
Coordinate event logistics from planning through execution, including venues, catering, entertainment, audiovisual needs, staging, and legal approvals.
Research, secure, and manage vendors, seeking cost-effective services and ensuring compliance with Association guidelines.
Implement Association risk-reduction procedures to support event safety and success.
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 Association marketing and communications professionals, following Association templates and branding guidelines.
Potentially support virtual event production by coordinating content, creating multimedia presentations, and providing technical support for digital experiences.
Collect, organize, enter, and maintain event data, including guest 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.
Track donation and revenue information, correct data irregularities, and generate reports from relevant systems.
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 assistance from 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 promptly and knowledgeably to internal and external customer inquiries.
Assist other Philadelphia Event Planning Coordinators and the Senior Event Planning Director with fundraising events and business operations support.
Assist with coordinating and executing select leadership and board meetings.
Perform other duties supporting Directors, Senior Directors, Vice Presidents, and Senior Vice Presidents.
Prepare presentations, correspondence, documentation, and meeting minutes in a timely manner.
Work independently and with a team on special, recurring, and ongoing projects.

Benefits

Medical insurance
Dental insurance
Vision insurance
Disability insurance
Life insurance
Retirement program with employer match and automatic contribution
Employee assistance program
Employee wellness program
Telemedicine and medical consultation
Professional mentoring program
Paid time off (minimum of 16 days per year for new employees)
12 paid holidays per year
Tuition assistance
Professional development resources, including Heart U and Employee Resource Groups
Incentive program eligibility based on position type