Event Planning Coordinator - Hartford, CT

The American Heart Association (AHA), founded in 1924, is a leading nonprofit organization dedicated to combating cardiovascular disease and stroke, two of the leading causes of death worldwide. Over the years, the AHA has made significant strides in reducing cardiovascular disease deaths by half through research, public education, advocacy, and community programs. Despite these successes, the organization recognizes that much work remains to be done to overcome today’s biggest health challenges and ensure a healthier future for all individuals. The AHA is driven by a passionate mission to be a relentless force for longer, healthier lives for everyone, regardless of race, ethnicity, gender, religion, age, or physical ability. The Association fosters a supportive culture known as #TheAHALife, emphasizing work-life harmonization, employee growth, and a commitment to values that make all team members feel seen, heard, and valued.

The American Heart Association offers an excellent opportunity for an Event Planning Coordinator to join their dynamic team. This position is primarily home-office based in Hartford, Connecticut, serving Central and Eastern Connecticut with responsibilities that include regular travel for events and meetings, as well as occasional out-of-town and overnight travel. The Event Planning Coordinator plays a critical role in supporting the development team’s fundraising efforts by managing event logistics, coordinating with vendors and volunteers, handling financial processes, and maintaining accurate data for various campaigns. This position requires strong organizational skills, attention to detail, and the ability to juggle multiple tasks simultaneously in a fast-paced environment.

The Event Planning Coordinator will be involved in planning and executing a variety of fundraising events such as donor receptions, Heart Walks, and gala experiences. They will ensure the seamless execution of events by coordinating venues, catering, entertainment, audiovisual needs, and staging, all while adhering to Association guidelines and risk reduction policies. The role also involves recruiting, scheduling, and training volunteers to assist with events, providing on-site support and oversight during event setup, execution, and teardown.

A core component of this position is managing event-related data and financial information meticulously. This includes collecting and maintaining guest details, sponsorship and donor benefits, auction item tracking, donation and revenue data, and generating reports as required. Accurate financial record-keeping and adherence to accounting guidelines, including payment processing and budget monitoring, are essential to maintaining the trust of the AHA’s donors and volunteers.

The Event Planning Coordinator will also provide broad support services, including maintaining open communication channels with directors and volunteers, responding to inquiries, assisting with leadership and board meeting coordination, preparing presentations and documents, and working collaboratively on special projects. This role offers an excellent chance to contribute meaningfully to a cause that impacts millions while developing valuable professional skills in event management, fundraising, and nonprofit operations.

Compensation for this full-time position ranges from $24.10 to $28.00 per hour, commensurate with experience, and may vary based on geographic factors. The American Heart Association provides a comprehensive total rewards package that includes medical, dental, vision, disability, and life insurance, a retirement program with employer match, employee wellness programs, paid time off, tuition assistance, ongoing professional development opportunities through their corporate university Heart U, and a supportive work culture promoting career growth and well-being. The AHA is an equal opportunity employer committed to diversity and inclusion, welcoming applicants from all backgrounds to join their mission of building healthier communities by 2028 and beyond.

Must have earned a high school diploma or equivalent
At least three years of experience in administrative work, project coordination, and/or event management systems
Experience in event planning, organizing, consultation, and event management preferred
Proficient in using web conferencing software such as Zoom, Microsoft Teams, etc
Demonstrated ability to work on multiple tasks concurrently
Must have intermediate skills in PowerPoint, Word, and Excel
Ability to objectively evaluate, make effective decisions, and develop alternative solutions
Ability to work in a team environment and interact with all levels of American Heart Association staff, volunteers, and the public
Ability to be respectful, self-motivated, resourceful, considerate, and thoughtful
Willingness to work in an atmosphere requiring flexibility and change
Knowledge of and skill in report preparation, proofreading, and attention to detail
Requires access to reliable transportation at all times on an immediate basis
This position will require regular local travel for events and meetings, as well as occasional out-of-town and overnight travel
Ability to transport materials and other supplies to and from meetings and events
Ability to and/or move large objects with the expectation that heavier items would be broken down into smaller components, or requesting additional assistance may be required before lifting and/or moving
Must pass a background check and must be at least 18 years old
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