Special Events and Operations Coordinator

American Heart Association•Tempe, AZ

5d•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 a Development Coordinator to join our Greater Phoenix Division based in Tempe, AZ. Responsible for special events and operations, the Development Coordinator is an integral member of the team and advances our lifesaving mission through providing detailed data management, administrative coordination, organization and planning. Help us create outstanding experiences and make an extraordinary impact on the health and wellbeing of our communities! This position is a hybrid role and requires working from the Tempe office at least three days per week (daily during peak periods). This position also involves staffing off-site meetings and events including those outside of regular business hours. 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

Three (3) years of relevant experience that includes:
Ability to manage multiple projects simultaneously, meet specified timelines, and anticipate needs for effective operations.
Administrative expertise with complex clerical responsibilities, data management, and finance processes.
Event coordination with the demonstrated ability to plan and execute detailed logistics.
Effective oral, written communication and presentation skills with an eye for visually appealing creative design and branding consistency.
Effective interpersonal skills with demonstrated ability to develop collaborative working relationships internally and externally.
Ability to organize, plan and complete projects of varying complexity with an exceptional attention to detail.
Advanced proficiency in Microsoft Office applications and Canva.
High School Diploma or equivalent.

Nice To Haves

Demonstrated ability to recruit, train and manage volunteers with success in delegating and accomplishing goals through empowering volunteers.
Knowledge of corporate and community networks.
Knowledge of American Heart Association's mission and programs.

Responsibilities

In this multi-faceted role, provides a wide variety of skilled logistical, administrative, and data management support, ensuring all programs, events, and office functions run efficiently.
Ensures a high quality of service is provided to all staff, volunteers and other external and internal customers.
Supports Event Planning Director on assigned event logistics, including overseeing event registration, silent auction management and collateral/signage design and production.
Plans, manages and implements assigned ancillary events. Includes vendor selection and management, contract negotiation, visual innovation, budget management, resource optimization and execution excellence.
Leads event day execution for assigned events.
In coordination with internal partners, recruits, orients, and trains event volunteers as needed. Manages volunteers on event day.
Designs and ensures that collateral, signage and visual needs of events are produced according to event specifications and adhere to American Heart Association branding guidelines.
Procures necessary resources and may solicit in-kind donations.
Responsible for 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.
Completes financial processes including event reconciliations timely and accurately, ensuring that event systems are updated with payment and donation information and that sponsor information is properly recorded.
Ensures that campaign and customer data in systems is complete, accurate, and error-free and identifies and addresses any gaps in a timely and resourceful manner.
Coordinates email campaigns utilizing CRM systems.
Prepares reports that meet the needs of senior leadership and Development teams.
Processes invoices for payment, conducts research as assigned, organizes and orders event supplies, and maintains inventory tracker.
Completes assigned projects and events accurately, timely, and in compliance with applicable laws, ordinances and policies for safe, effective and efficient operations.
Manages overlapping timelines, demonstrating strong multi-tasking skills and an ability to work on multiple projects/events simultaneously.
Supports daily office operations as assigned.
Proactively takes responsibility for ensuring the Division’s needs are met in the most effective, efficient manner possible to ensure the highest level of customer service and satisfaction with timely communication with internal and external partners and customers.

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. 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.

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