Event Planning Coordinator

Job Advertisement

Position Title: Event Planning Coordinator
Location: Melville
Country: United States
Deadline Date: Not specified

Job Details

Job Posting Organization:
The American Heart Association (AHA) was founded in 1924 and has made significant strides in reducing cardiovascular disease deaths by half. The organization is dedicated to addressing major health challenges and is committed to ensuring a healthier future for all. With a mission that emphasizes diversity, equity, and inclusion, AHA operates in various countries and employs a diverse workforce to achieve its goals. The organization is known for its supportive work culture and offers numerous resources for employee development and well-being.

Job Overview:
The Event Planning Coordinator position is an office-based role located in Melville, NY, requiring periodic travel for events. This role is crucial in supporting the development team in their fundraising efforts. Responsibilities include managing data in event management systems, coordinating event logistics with vendors and volunteers, processing payments, and collaborating with various departments. The position demands a proactive approach to event planning and execution, ensuring that all events align with the organization's mission and objectives. The coordinator will also engage in some work-from-home opportunities but is expected to be present in the office at least three days a week. The role is non-exempt and requires flexibility in working hours, including weekends as needed for events.

Duties and Responsibilities:
The Event Planning Coordinator will be responsible for a variety of tasks that support both event logistics and administrative functions. Key duties include:

• Supporting services by maintaining communication with directors and volunteers, ensuring objectives are met, and providing high-quality service to internal and external customers.
• Assisting in the coordination and execution of leadership and board meetings, including preparing presentations and documentation.
• Planning and implementing events such as donor receptions and galas, which involves securing vendors, managing logistics, and ensuring compliance with Association procedures.
• Recruiting and training volunteers for events, and acting as a point of contact for all event stakeholders.
• Handling data entry and reporting on donor information and event details, ensuring accuracy and completeness.
• Managing financial responsibilities related to donation processing and payment requests, adhering to accounting guidelines.

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 Office applications (PowerPoint, Word, Excel) are essential. Candidates should demonstrate the ability to evaluate situations objectively, make effective decisions, and work collaboratively with diverse teams. Strong communication skills and the ability to adapt to changing environments are also necessary.

Educational Background:
The position requires at least 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 ideal candidate should have at least one year of experience in administrative roles, project coordination, or event management. Experience in nonprofit organizations and familiarity with event planning processes are preferred. Candidates should also have a demonstrated ability to manage multiple tasks and projects simultaneously while maintaining a high level of accuracy and attention to detail.

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 position with a standard workweek of 37.5 hours. The expected pay range is between $21.30 and $27.30 per hour, depending on 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.