Event Planning Coordinator

American Heart Association-posted 6 months ago
Full-time • Entry Level
Columbia, SC
Religious, Grantmaking, Civic, Professional, and Similar Organizations
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Since our founding in 1924, we've cut cardiovascular disease deaths in half, but there is still so much more to do. To overcome today's biggest health challenges and accelerate this progress, we need passionate individuals like you. Join our movement, be part of the progress, and help ensure a healthier future for all. You matter, and so does the impact you can make with us. The American Heart Association has an opportunity for a Event Planning Coordinator in Columbia, SC. In this position, you will coordinate logistics for major fundraising events, in person events. Responsibilities will also include organizing and motivating volunteers, assisting with logistics of auxiliary fundraising events, coordinating event administration, schedules, and meetings; controlling inventory/implementation of marketing, presentation, or fundraising materials, and preparing financial or operations reports. You will also be responsible for ensuring sponsorship fulfillment of benefits, securing, and coordinating all vendor relationships, and ensuring Association policies and procedures for events are followed. This position will support 2 Heart Balls, 3 Heart Walks, 1 Go Red for Women luncheon and 1 Hard Hats with Heart luncheon in the assigned territory of Columbia, SC, Sumter, SC and Florence, SC. The ideal candidate would be located in Columbia, SC. 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.

  • Coordinate and collaborate with vendors or volunteers to execute logistics for a large fundraising event or multiple smaller events such as Heart Walk, Go Red for Women Luncheon, and Heart Ball, including infrastructure, lighting, sound, food, and beverage.
  • Prepare, edit and maintain fundraising materials and presentations as well as event collateral and marketing material.
  • Coordinate the vendor contract process for assigned events to ensure that each site is following American Heart Association best practices, guidelines, and procedures.
  • Track vendors' adherence to contractual obligations and perform as agreed upon.
  • Coordinate logistics for auxiliary events.
  • Collaborate with staff and volunteers to conduct core events (Heart Walk, Go Red for Women Luncheon, Heart Ball and Cycle Nation) including volunteer/speaker coordination, production support, technical guidance, and coordination with communications to conduct successful events.
  • Pre and post events also apply.
  • Ensure accuracy and adherence to the latest policies and practices of the Association as they relate to fiscal and event financials.
  • Ensure expenses for events are coordinated with the Data Specialist Team.
  • Monitor event budget.
  • Coordinate and track invoicing, expenses, and peripheral accounts for event.
  • Prepare and distribute reports as requested.
  • Prepare and communicate schedules and meetings, and ensure deadlines are met.
  • Ensure markets are meeting deadlines for successful event production.
  • Train volunteers and run assignments on-site during event.
  • Act as volunteer liaison.
  • Travel will be required to events in assigned territory.
  • High School Diploma or equivalent and 3 years minimum of prior relevant experience.
  • Excellent attention to detail, organization of workflow and calendars, verbal, and non-verbal communication with highly effective organizational and time management skills.
  • Ability to prioritize and develop solutions for effective decision making.
  • Ability to work independently, prioritize and handle multiple tasks while managing multiple territories simultaneously.
  • Proficient with all Microsoft Office applications (Word, Excel, PowerPoint, Publisher, Outlook).
  • Ability to work outside of standard hours which may involve some evenings and/or weekends.
  • Ability and willingness to travel periodically throughout assigned geographical territory.
  • Ability to lift 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.
  • 1 year of prior administrative support experience in related environment; broad knowledge and understanding of event management.
  • Proficient in Canva.
  • Competitive base salary.
  • Merit increases and incentive programs.
  • Medical, dental, vision, disability, and life insurance.
  • Robust retirement program that includes an employer match and automatic contribution.
  • Employee assistance program.
  • Employee wellness program and telemedicine.
  • Paid Time Off (PTO) at a minimum of 16 days per year for new employees.
  • 12 paid holidays off each year.
  • Tuition Assistance for further education.
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