Event Planning Director

American Heart Association • Irvine, CA

3d • 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 Irvine. This is a hybrid role, requiring the ideal candidate to work from our Irvine office and travel locally for on-site visits related to venue selection, event planning, and execution across Orange County, the Inland Empire, and the Coachella Valley. The Event Planning Director is responsible for effectively developing, planning, managing, and implementing events aligned with the Orange County Inland Empire Coachella Valley 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.
• Ability to do local travel; requires access to reliable transportation at all times on an immediate basis.
• Bachelor's degree or equivalent

Nice To Haves

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

Responsibilities

• Plans, manages, and implements assigned events for the American Heart Association. This includes all aspects of event planning: event design, vendor selection and management, contract negotiation, visual innovation, budget oversight, resource optimization, and execution excellence.
• Continuously evaluates the effectiveness of event plans and implementation processes, identifying opportunities to improve efficiency, collaboration, and the overall attendee experience.
• Researches, secures, manages, and evaluates vendors to provide necessary services for assigned events, ensuring compliance with purchasing and operating guidelines and staying within budget.
• Solicits competitive bids for all event needs and proactively seeks cost-saving opportunities.
• In collaboration with Development and Communications & Marketing, plans visual and interactive event elements and designs printed materials such as invitations, flyers, bidder paddles, presentations, signage, and other collateral, while adhering to the American Heart Association’s branding guidelines.
• Ensures all materials and signage are produced on schedule and meet event needs.
• Provides leadership in recruiting, orienting, and training event volunteers.
• Develops staffing plans and leads volunteer management for assigned events.
• Demonstrates a comprehensive understanding of sponsor benefits and ensures their delivery throughout the year for assigned events.
• Develops innovative ways to showcase sponsors and highlight their activations at American Heart Association events.
• Secures necessary permits for assigned events.
• Manages customer and campaign information using American Heart Association systems accurately, timely, and completely, in accordance with established guidelines.
• Proactively communicates and coordinates timelines and efforts with staff and volunteer partners to ensure strong collaboration and alignment with 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 by merit increases 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. HeartU 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: Mid Level
• Number of Employees: 1,001-5,000 employees