Event Planning Coordinator

American Heart Association•Pittsburgh, PA

1d•Hybrid

About The Position

The American Heart Association has an excellent opportunity for an Event Planning Coordinator in Pittsburgh, PA. This position is office-based in our Pittsburgh office. Position supports campaign events in Pittsburgh and Morgantown, WV. This position will require periodic travel for events and meetings, as well as occasional out-of-town and overnight travel within the Eastern States region. This position is responsible for supporting development team members in their fundraising efforts. Duties include managing data across various event management systems related to leadership, donations, and event logistics; coordinating event planning with vendors and volunteers; processing payments through the financial system; and collaborating with colleagues and departments on a range of other key tasks that support our mission. The Association offers many resources to help you maintain work-life harmonization through your changing needs and life situations. To help you be successful, you will have access to Heart U, our award-winning corporate university, as well as additional training and support, locally. #TheAHALife is more than a company culture; it is our way of life. It embodies our commitment to work-life harmonization and is guided by our core values where our employees can thrive both personally and professionally. Discover why you will Be Seen. Be Heard. Be Valued at the American Heart Association by following us on LinkedIn, Instagram, Facebook, X, and at heart.jobs.

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 (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 with these programs is helpful. These skills are subject to testing.
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. This includes the ability and willingness to build and cultivate relationships within and outside the American Heart Association.
Ability to be respectful, self-motivated, resourceful, considerate, and thoughtful.
Willingness to work in an atmosphere requiring flexibility and change. Validated ability to respond quickly to changing ideas, responsibilities, expectations, strategies, and other processes at work.
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. 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 pass a background check.

Nice To Haves

Nonprofit experience.
Digital event production experience.
Design skills, preferably in Canva or similar.
Knowledge of email marketing basics.
Experience using Tableau reports.
Proficient in Microsoft SharePoint and Teams.
Experience with vendor negotiation and contract review.

Responsibilities

Coordinate logistical aspects of assigned events, ensuring seamless execution from start to finish
Proactively research, secure, and lead 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 be responsible for 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 Association marketing and communications professionals using Association design templates and branding guidelines.
Possible involvement in virtual event production, including coordinating event content, creating multi-media presentations, and providing technical support for digital experiences.
Handle Event Data: Collect, organize, enter, and maintain comprehensive event data, including guest names, contact information, table assignments, sponsorship/donor benefits, and other key notes relevant to the event.
Auction Item Data: Oversee the collection, management, and entry of auction item data, guaranteeing precise and prompt documentation in accordance with compliance standards.
Donation & Revenue Tracking, Data Quality and Analysis: Run and monitor donation information, ensuring accurate and timely recording. Correct irregularities as needed.
Generate reports from various systems as needed.
Collaborate with fundraising teams to review campaign revenue reports, accounts receivable, and accounts payable reports, ensuring accuracy and completeness.
Research customer discrepancies and past-due amounts with the assistance of the Staff Accountant and other team members.
Input requests for payments in the financial system for vendor contracts and invoices.
Monitor and handle 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.
Meeting regularly with directors and volunteers to maintain open lines of communication to ensure objectives are being achieved.
Maintaining a high level of service by responding to customer inquiries both internally and externally in a knowledgeable and timely manner.
Performing other duties as required to support Directors/Sr. Directors, Vice Presidents, and Senior Vice Presidents.
Assisting in the coordination and execution of leadership and board meetings.
Preparing presentations, correspondence, and documentation in a timely manner, including meeting minutes.
Working independently and within a team on special nonrecurring and ongoing projects.