Event Planning Coordinator

Job Advertisement

Position Title: Event Planning Coordinator
Location: Charlotte
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 in 1924, the AHA has grown to become a prominent health organization with a presence across the United States and beyond. The organization focuses on health equity and aims to advance cardiovascular health for all, ensuring that everyone has access to quality healthcare. The AHA employs thousands of individuals and operates in numerous countries, working tirelessly to improve the health and well-being of communities through education, advocacy, and research.

Job Overview:
The Event Planning Coordinator plays a crucial role in supporting the American Heart Association's fundraising efforts by coordinating various events and providing administrative support to the development team. This hybrid position requires the individual to work in the Charlotte office 2-3 days a week while also being responsible for periodic travel to events in the Greater Charlotte market. The coordinator will be expected to maintain open lines of communication with team members and volunteers, ensuring that objectives are met efficiently. The role involves a blend of administrative tasks and event logistics, making it essential for the candidate to be organized, detail-oriented, and capable of managing multiple projects simultaneously. The AHA emphasizes work-life harmonization, providing resources and support to help employees succeed in their roles while balancing personal and professional commitments.

Duties and Responsibilities:
The Event Planning Coordinator will be responsible for a variety of tasks, including but not limited to:

• Administrative Support Services: - Creating and updating Excel spreadsheets to track progress and maintain communication with directors and volunteers. - Responding to customer inquiries in a knowledgeable and timely manner to ensure a high level of service. - Preparing presentations, correspondence, and documentation as needed. - Scheduling meetings and ensuring that deadlines are met. - Collaborating with team members on special projects and ongoing initiatives. - Supporting Directors, Sr. Director, VP, and Executive Director with various administrative tasks.
• Event Logistics: - Planning and coordinating events such as donor receptions, Heart Walks, and Gala experiences. - Securing and coordinating details with vendors for venues, catering, entertainment, and AV needs. - Implementing risk reduction procedures for all events. - Recruiting, scheduling, and training volunteers to assist with events. - Attending events to oversee setup, execution, and teardown. - Acting as a point of contact for vendors, sponsors, and attendees. - Monitoring event budgets and tracking expenses. - Preparing and distributing reports as requested.

Required Qualifications:
The ideal candidate should possess the following qualifications: - A High School Diploma or GED is required; a Bachelor's Degree or equivalent combination of education and experience is preferred. - A minimum of 1 year of prior administrative support experience in a related environment is required. - Excellent attention to detail and strong organizational skills are essential. - Effective verbal and non-verbal communication skills are necessary for interacting with various stakeholders. - Ability to prioritize tasks and develop solutions for effective decision-making is crucial. - Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Publisher, Outlook) is required. - Willingness to work outside of standard hours, including evenings and weekends, as needed. - Ability to travel periodically within the assigned geographical territory is necessary. - Physical ability to lift and drive a rental box truck is required.

Educational Background:
Candidates should have at least a High School Diploma or GED, with a preference for those holding a Bachelor's Degree or equivalent experience. Relevant coursework or training in event planning, administration, or related fields is advantageous.

Experience:
The position requires at least 1 year of prior administrative support experience, preferably in an environment related to event planning or fundraising. Experience in coordinating events and managing logistics is highly desirable.

Languages:
While no specific language requirements are mentioned, proficiency in English is mandatory. Additional language skills may be considered an asset but are not explicitly required.

Additional Notes:
This position is classified as full-time and operates in a hybrid model, requiring in-office presence 2-3 days per week. The American Heart Association offers a competitive compensation package, including medical, dental, vision, and life insurance, as well as a robust retirement program. Employees are entitled to a minimum of 16 days of Paid Time Off (PTO) per year, increasing with seniority, along with 12 paid holidays. The organization also provides tuition assistance for employees seeking further education related to their roles. The AHA is committed to diversity, equity, and inclusion in its workforce and workplace culture.