Event Planning Coordinator

Job Advertisement

Position Title: Event Planning Coordinator
Location: Huntsville
Country: United States
Deadline Date: No specific deadline indicated, apply timely.

Job Details

Job Posting Organization:
The American Heart Association (AHA) is a leading organization in the field of cardiovascular health, established over a century ago. With a mission to be a relentless force for a world of longer, healthier lives, the AHA operates in numerous countries and employs thousands of individuals dedicated to improving health outcomes. The organization emphasizes diversity, equity, and inclusion, and is committed to creating a workplace culture that reflects these values. As they celebrate their Centennial year, they continue to focus on impactful initiatives that promote health and hope for everyone, everywhere.

Job Overview:
The Event Planning Coordinator position at the American Heart Association in Huntsville, AL, is a pivotal role that involves coordinating logistics for major fundraising events, both in-person and virtual. The coordinator will be responsible for organizing and motivating volunteers, managing event administration, schedules, and meetings, and ensuring that all aspects of the events align with the Association's policies and procedures. This role requires a proactive approach to problem-solving and the ability to manage multiple tasks simultaneously while ensuring successful event execution. The coordinator will also play a key role in preparing financial and operational reports, ensuring sponsorship fulfillment, and maintaining vendor relationships, all while contributing to the overall mission of the AHA.

Duties and Responsibilities:
The Event Planning Coordinator will have a diverse set of responsibilities, including but not limited to: coordinating logistics for large fundraising events such as Heart Walk, Go Red for Women Luncheon, Heart Ball, and Cycle Nation; collaborating with vendors and volunteers to ensure successful event execution; preparing and maintaining fundraising materials and presentations; managing the vendor contract process to ensure compliance with AHA guidelines; overseeing virtual event production, including volunteer and speaker coordination; monitoring event budgets and expenses; preparing schedules and ensuring deadlines are met; training volunteers and acting as a liaison during events; and traveling to various events within the assigned territory. This role is essential for ensuring that all events are executed flawlessly and meet the high standards of the American Heart Association.

Required Qualifications:
Candidates for the Event Planning Coordinator position should possess a High School Diploma or GED, with a Bachelor's Degree or equivalent experience preferred. A minimum of 1 year of prior administrative support experience in a related environment is required, along with a broad understanding of event management. Candidates must demonstrate excellent attention to detail, strong organizational skills, and effective verbal and non-verbal communication abilities. The ability to prioritize tasks, develop solutions, and work independently is crucial. Proficiency in Microsoft Office applications is mandatory, and candidates should be prepared to work outside standard hours, including evenings and weekends, as needed.

Educational Background:
The ideal candidate should have at least a High School Diploma or GED, with a preference for those holding a Bachelor's Degree or equivalent combination of education and experience. This educational background should ideally be complemented by relevant experience in event planning or administrative support roles.

Experience:
The position requires at least 1 year of prior administrative support experience in a related environment, with a strong understanding of event management principles. Candidates should have experience coordinating events and managing logistics, as well as a proven track record of successful project execution.

Languages:
While the job description does not specify mandatory languages, proficiency in English is essential for effective communication. Additional language skills may be considered beneficial but are not explicitly required for this position.

Additional Notes:
This is a full-time position with the American Heart Association, which offers a comprehensive compensation and benefits package. The organization provides competitive salaries, performance recognition, and a wide array of benefits including medical, dental, vision, and life insurance. Employees also have access to a robust retirement program with employer matching, paid time off, and tuition assistance for further education. The AHA emphasizes work-life harmonization, offering a minimum of 16 days of paid time off per year, increasing with seniority, and 12 paid holidays annually. The position may require travel within the assigned geographical territory and involves physical tasks such as lifting and moving large objects.