American Heart Association

Event Planning Coordinator

Location US-SC-Greenville
Posted Date 1 month ago(5/20/2024 3:35 PM)
Requisition ID
2024-13409
Job Category
Administrative Support
Position Type
Full Time

Overview

As we celebrate our Centennial year, we invite you to join us in shaping the next century of impact. Be a relentless force for a world of longer, healthier lives as we remain devoted to a future of health and hope for everyone, everywhere. At the American Heart Association, your contribution matters, and so does your career.

 

The American Heart Association has an opportunity for an Event Planning Coordinator in Greenville, SC. In this position, you will coordinate logistics for major fundraising events, in person and/or virtual events. Responsibilities will also include prioritizing 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 AHA policies and procedures for events are followed.

 

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 our company culture, our way of life, reflecting our diversity, equity & inclusion, our focus on work-life harmonization and our Guiding Values. Discover why you will Be Seen. Be Heard. Be Valued™ at the American Heart Association by following us on LinkedIn, Instagram, Facebook, X (formerly Twitter), and at heart.jobs.

Responsibilities

  • Coordinate and collaborate with vendors or volunteers to execute logistics for a large fundraising event or multiple smaller events such as Upstate Heart Ball, Upstate Heart Walk, Upstate Go Red for Women and Upstate Hard Hats, including infrastructure, lighting, sound, food, and beverage, etc.
  • 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 and virtual events.
  • Virtual Event Production – collaborate with staff and volunteers to conduct virtual core events (Heart Walk, Go Red for Women Luncheon, and Heart Ball) 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 American Heart 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.

In this role, you will report to the Region Senior Director of Event Planning and will work with a team of fundraisers to lead logistics for events in Greenville, Spartanburg and Anderson.

 

Qualifications

  • High School Diploma/GED, Bachelor's Degree (or equivalent combination of education and experience) preferred.
  • 1+ years of prior administrative support experience in related environment; broad knowledge and understanding of event management.
  • 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).
  • Experience with Canva is preferred.
  • 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 30 lbs and willingness to drive rental truck.

 

Compensation & Benefits

The American Heart Association invests in its people. Here are the main components of our total rewards package.  Visit Rewards & Benefits to see more details.

 

  • 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, 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.

 


The American Heart Association’s 2024 Goal: Every person deserves the opportunity for a full, healthy life. As champions for health equity, by 2024, the American Heart Association will advance cardiovascular health for all, including identifying and removing barriers to health care access and quality.


At American Heart Association | American Stroke Association, our mission is to be a relentless force for a world of longer, healthier lives, regardless of race, ethnicity, gender, gender identity, religion, age, language, sexual orientation, national origin and physical or cognitive abilities. We're committed to ensuring our workforce, workplace culture and mission have a shared impact across a diverse set of backgrounds.

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