Event Planning Director

American Heart Association • Portland, OR

1d • Hybrid

About The Position

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 excellent opportunity for an Event Planning Director based in Portland, Oregon. This is a hybrid position, requiring the ideal candidate to work from our Portland office at least one day per week (daily during peak periods) and travel locally for on-site visits related to venue selection, event planning, and execution. Under broad supervision, this position is responsible for effectively developing, planning, managing and implementing events aligned with the division’s fundraising campaigns to ensure overall success of division revenue, health impact and volunteer engagement goals. This includes independently managing all aspects of event planning and execution including engaging, organizing and managing internal and external partners, proactively assessing and evaluating needs and providing recommendations to improve upon events and customer experiences, and detailed project management. Oversees events budgets and ensures expenses are within approved annual budget. 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

• Minimum of three (3) years’ experience with:
• Demonstrated track record in special events management in a highly matrixed and customer centric environment. Includes experience managing high volume vendor relationships and large format builds.
• Demonstrated ability to organize and manage multiple projects, prioritize tasks and meet deadlines with proactive communication, thorough planning and execution and allocating/providing resources, additional support or training.
• Highly effective interpersonal and communication skills. Ability to consistently maintain a professional, calm and friendly manner in creating positive customer experiences externally and internally.
• Proven problem-solving skills with the ability to identify potential issues that may impact organizational productivity and/or compliance and address proactively and timely.
• Effective project management and event management skills in a dynamic environment with multiple stakeholders.
• Experience in positively managing change including anticipating and championing organizational change, creating contingency plans, proactively considering short-term and long-term impact.
• Experience in negotiating services and managing service level agreements
• University/College degree or equivalent experience

Nice To Haves

• Knowledge of the American Heart Association’s standards and procedures.
• Experience with sales or fundraising strategies.
• Experience managing staff and volunteers.

Responsibilities

• Plans, manages and implements assigned events. Includes all aspects of event planning: event design, vendor selection and management, contract negotiation, visual innovation, budget management, resource optimization and execution excellence.
• Evaluates effectiveness of event plans and event implementation processes and finds ways to improve efficiencies, collaboration and attendee experience.
• Provides consultation and support to additional markets as assigned.
• Researches, secures, manages and evaluates vendors to provide needed services at assigned events within purchasing and operating guidelines and within budget. Solicits competitive bids for all event needs; proactively finds ways to cut costs.
• Collaborating with Development and Communications & Marketing, plans visual and interactive event elements, and designs and produces printed materials such as invitations, flyers, bidder paddles, presentations, signage and other pieces as needed while adhering to the Association's branding guidelines. Ensures all collateral and signage needs are met and produced on schedule.
• Provides staff leadership in the areas of event volunteer recruitment, orientation and training. Develops staffing plan and leads volunteer recruitment and management for assigned events.
• Demonstrates comprehensive understanding of sponsor benefits and ensures delivery of all sponsor benefits year-round for assigned events. Develops innovative ways to showcase sponsors and highlight their activations at events.
• Secures necessary permits for assigned events.
• Manages customer and campaign information utilizing Association systems accurately, timely and completely in accordance with established guidelines.
• Provides general operations support including the accurate, timely processing of mail and donations in accordance with established requirements and standards. Adheres to policies and procedures for handling cash, checks, revenue and expense management.
• Proactively communicates and coordinates efforts and timelines with staff and volunteer partners to ensure maximum collaboration aligned with achieving campaign goals.

Benefits

• Compensation – Our goal is to ensure you have a competitive base salary. That’s why we regularly review the market value of jobs and make adjustments, as needed.
• Performance and Recognition – You are rewarded for achieving success through annual salary planning and incentive programs; eligibility for an incentive program is based on the type of position.
• Benefits – We offer a wide array of benefits including medical, dental, vision, disability, and life insurance, along with a robust retirement program that includes an employer match and automatic contribution. As a mark of our commitment to employee well-being, we also offer an employee assistance program, employee wellness program and telemedicine, and medical consultation.
• Professional Development – You can join one of our many Employee Resource Groups (ERG) or be a mentor/mentee in our professional mentoring program. Heart U is the Association’s national online university, with more than 100,000 resources designed to meet your needs and busy schedule.
• Work-Life Harmonization – The Association offers Paid Time Off (PTO) at a minimum of 16 days per year for new employees. The number of days will increase based on seniority level. You will also have a total of 12 paid holidays off each year, which includes several days off at the end of the year.
• Tuition Assistance - We support the career development of all employees. This program provides financial assistance to employees who wish to further their education and career in relation to their current duties and responsibilities, or for potential future positions in the organization.

What This Job Offers

• Job Type: Full-time
• Career Level: Director
• Number of Employees: 501-1,000 employees