Event Planning Coordinator

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 more than a company culture; it is our way of life. Plan and coordinate event details, including venues, catering, entertainment, AV, and staging, while securing necessary legal approvalsImplement Association risk reduction procedures to ensure the safety and success of each eventRecruit, schedule, and train volunteers to assist with projects and events to ensure a positive experienceAttend events to oversee setup, execution, and teardown, ensuring everything runs smoothly.Act as a point of contact for vendors, supporters, sponsors, volunteers, and attendees, providing exceptional service and support.Prepare ADA compliant digital event communications for save the dates, invitations, event logistics, event programs, and other marketing materials as needed in coordination with Association marketing and communications professionals using Association design templates and branding guidelinesPossible involvement in virtual event production including coordinating event content, creating multi-media presentations, and providing technical support for digital experiencesEvent Data Management The Event Planning Coordinator is responsible for meticulously managing all event-related data including financial, fundraising metrics and donation details for assigned campaigns. Correct irregularities as neededGenerate reports from various systems as neededFinancial ResponsibilitiesHelp the American Heart Association maintain the trust of our volunteers, donors, and the public at large by ensuring adherence to accounting guidelines and processes regarding donation and payment processing.Review Financial Reporting: Collaborate with fundraising teams to review campaign revenue reports, accounts receivable and accounts payable reports, ensuring accuracy and completenessResearch customer discrepancies and past-due amounts with the assistance of the Staff Accountant and other team membersInput requests for payments in financial system for vendor contracts and invoicesMonitor and manage event budgets, ensuring cost-effective planning and adherence to financial guidelinesAdhere to American Heart Association Funds Handling and PCI Procedures for checks, cash, and credit card transactionsSupport ServicesThe Event Planning Coordinator is a key element in supporting a cohesive, efficient, and productive workplace.Meeting regularly with directors and volunteers to maintain open lines of communication to ensure objectives are being achievedMaintaining a high level of service by responding to customer inquiries both internally and externally in a knowledgeable and timely mannerPerforming other duties as required to support Directors/Sr. 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. 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.