Event Planning Coordinator

Job Advertisement

Position Title: Event Planning Coordinator
Location: Utica
Country: United States
Deadline Date: No specific deadline indicated, apply timely to not miss an opportunity.

Job Details

Job Posting Organization:
The American Heart Association (AHA) is a leading organization dedicated to fighting heart disease and stroke, with a mission to be a relentless force for a world of longer, healthier lives. Established over a century ago, the AHA has grown to become a trusted leader in cardiovascular and brain health, operating in numerous countries and employing thousands of individuals. The organization is committed to diversity, equity, and inclusion, ensuring that its workforce reflects the communities it serves. The AHA is known for its innovative approaches to health and wellness, and it actively engages in research, education, and advocacy to improve public health outcomes.

Job Overview:
The Event Planning Coordinator position at the American Heart Association is a vital role that supports the development team in their fundraising efforts. This home-based position requires the individual to manage various aspects of event planning, including logistics, vendor coordination, and volunteer management. The coordinator will also be responsible for data management related to events and donor information, ensuring accuracy and compliance with organizational standards. The role demands flexibility, as it involves periodic travel for events primarily within New York, and may require working outside standard hours, including weekends. The coordinator will play a key role in enhancing the AHA's mission by creating engaging events that resonate with donors and the community.

Duties and Responsibilities:
The Event Planning Coordinator will have a diverse set of responsibilities, including but not limited to:

• Supporting services by maintaining communication with directors and volunteers to ensure objectives are met.
• Responding to customer inquiries in a timely and knowledgeable manner.
• Assisting in the coordination of leadership and board meetings, including preparing presentations and documentation.
• Planning and implementing various events such as donor receptions, Heart Walks, and galas, which includes securing vendors, managing logistics, and ensuring compliance with risk reduction procedures.
• Recruiting, scheduling, and training volunteers for events.
• Attending events to assist with setup, execution, and teardown.
• Managing data entry and reporting on donor information and event details in the Association's data management systems.
• Ensuring adherence to financial guidelines regarding donation processing and payment requests.
• Collaborating with marketing and communications professionals to prepare event communications and materials.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with a preference for those holding a university or college degree. A minimum of one year of experience in administrative work, project coordination, or event management is required, with strong attention to detail. Proficiency in web conferencing software and intermediate skills in Microsoft PowerPoint, Word, and Excel are essential. Candidates should demonstrate the ability to manage multiple tasks, work collaboratively in a team environment, and build relationships with various stakeholders. A valid driver's license and reliable transportation are necessary for travel to events.

Educational Background:
The ideal candidate should have a high school diploma or equivalent, with a preference for candidates who have completed a university or college degree. Relevant coursework or training in event management, project coordination, or a related field is advantageous.

Experience:
The position requires at least one year of relevant experience in administrative roles, project coordination, or event management. Experience in nonprofit organizations or digital event production is preferred but not mandatory. Candidates should be comfortable working in a fast-paced environment and managing multiple priorities effectively.

Languages:
While no specific language requirements are mentioned, proficiency in English is mandatory. Additional language skills may be considered an asset, particularly in diverse communities.

Additional Notes:
This is a full-time, non-exempt hourly position with a standard workweek of 37.5 hours. The expected pay range is between $21.30 and $27.30 per hour, commensurate with experience. The American Heart Association offers a comprehensive benefits package, including medical, dental, vision, and retirement plans, as well as paid time off and professional development opportunities. The organization is committed to fostering a diverse and inclusive workplace and encourages applicants from all backgrounds to apply.