Sr. Event Planning Director

American Heart Association • New York, NY

1d • $79,600 - $94,000 • 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.
We are currently hiring a Sr. Event Planning Director in New York City. This position reports to the Region Sr. Director, Development Operations of the Eastern States (ES) Region. This key position focuses on coordinating event logistics with vendors and staff in New York City to deliver flawless fundraising special events in multi-million-dollar markets.
Key responsibilities include extensive contract review and negotiation, supervising a team, managing risk, ensuring compliance with organizational policies, and ensuring the efficiency and effectiveness of event operations throughout the immediate market and beyond. Responsible for ensuring teams have the training, resources, and operational support required to achieve strategic, fiscal, and operational goals. Partners and collaborates with market leadership.
The position is based in our New York City office, three days per week, with flexibility to work hybrid on Monday and Friday from a home office. However, a hybrid schedule is for the non-peak event season.
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

• College degree in a business-related area preferred.
• A minimum of five years of experience with vendor negotiations, contract review, and revisions.
• Experience in event planning, organizing, consultation, and event management.
• Outstanding ability to train, coach, and lead with the expectation of being hands-on and directly involved in day-to-day tasks as needed.
• Strong written and oral communication skills. A natural tendency to document written notes, decisions and next steps in all key meetings and conversations and share with all that need to know.
• Ability to work with assertive and demanding teams and timelines.
• Exceptional skills in PowerPoint, Word, and Excel (These skills are subject to testing.)
• Proven track record of responding quickly to changing ideas, responsibilities, expectations, strategies and other processes at work.
• Proficient in using web conferencing software (Zoom, Microsoft Teams, etc.)
• Technical and problem-solving skills
• Excellent verbal and written communication
• Training and presentation skills
• Strong collaboration skills
• Ability to manage multiple projects simultaneously
• Ability to objectively evaluate, make effective decisions, and develop alternative solutions.
• Ability to support cross-functional teams
• Strong time management skills
• Excellent attention to detail
• Able to lift and/or move large objects with the expectation that heavier items would be broken down into smaller components or additional assistance is required before lifting and/or moving.
• Able to travel up to 25% in your local market.

Nice To Haves

• Nonprofit experience
• Design skills, preferably in Canva or similar design tools
• Proficient in all standard Microsoft Products, including SharePoint.

Responsibilities

• Planning event logistics, including sourcing vendors and negotiating contract terms.
• Regular interaction with the Association legal team to assist with red-lining contract terms and resolving contractual and insurance risk issues.
• Working with various ES markets to review and consult upon special event risk assessment plans and ensure all is properly documented and maintained in designated places on SharePoint.
• Attending in-person events to help with set up, execution, and tear down.
• Ensure emails are in compliance with internal branding guidelines, gaming laws, and the Americans with Disabilities Act (ADA) for the visually impaired.
• Supervise and train a team that handles a variety of responsibilities, including event coordination and execution, event auction execution, utilizing event systems, CRM/DMS system input and data analysis, and event mass email design.
• Strong experience with financial and donor management systems, financial reporting, and tenacity to research and resolve detailed transactional discrepancies.
• Understanding that accurate donor transactions, written commitments, revenue contracts, and timely payments are of the utmost importance and priority, and a key function of this position.
• Ability to analyze and summarize campaign data and present to staff in a way that is easy to understand and actionable for next steps (i.e., sponsors that are up for renewal, pipeline donor asks that are past due, event leadership that hasn’t yet donated, etc.)
• Maintaining a high level of service by responding to customer inquiries both internally and externally in a knowledgeable and timely manner
• Attention to detail required for formatting, spelling, grammar, and punctuation.
• Performing other duties as the need arises to support services provided by the Business Operations department
• Preparing presentations, instructions, correspondence, and documentation in a timely manner
• Working independently and within a team on special nonrecurring and ongoing projects

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: Mid Level