Event Planning Coordinator

American Heart Association•Mt. Pleasant, SC

1d•Hybrid

About The Position

The American Heart Association is seeking a dynamic Event Planning Coordinator to support their fundraising campaigns and donor engagement events in the Charleston market. This hybrid role is ideal for a high-energy, detail-driven event professional who thrives in fast-paced environments and is passionate about creating unforgettable experiences that drive meaningful impact. The role offers the opportunity to work on visible and mission-critical events, engaging with community leaders, corporate partners, and donors. The position involves providing day-of-event support and logistical expertise to ensure seamless execution. The Association offers resources for work-life harmonization, including an award-winning corporate university (Heart U) and additional local training and support. The company culture, known as #TheAHALife, emphasizes work-life harmonization and core values that support employee thriving.

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 (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.

Nice To Haves

College degree or advanced certificate.
Experience in nonprofit or mission-driven organizations.
Design skills (Canva or similar).
Experience with vendor negotiation and contract review.
Ability to drive a box truck to and from events across state lines.

Responsibilities

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.

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
Paid Time Off (PTO) at a minimum of 16 days per year for new employees, increasing with seniority
12 paid holidays off each year, including several days off at the end of the year
Tuition Assistance