Event Planning Coordinator Job at American Heart Association, Inc. in Boston

Duties include managing data in several event management systems related to leadership, donations and event logistics, handling event planning with vendors and volunteers, processing payments in the financial system and collaborating with colleagues and departments on a variety of other important tasks that advance our mission.This is an office-based position which will require travel to events and meetings including overnight travel.Non-exempt hourly position with a 37.5-hour work week.Must be willing to work outside of standard hours as needed, including occasional weekends in support of events.The Association offers many resources to help you maintain work-life harmonization through your changing needs and life situations. 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.ResponsibilitiesSupport ServicesMeeting regularly with directors and volunteers to maintain open lines of communication to ensure objectives are being achieved.Maintaining a high level of service by responding to customer inquiries both internally and externally in a knowledgeable and timely manner.Performing other duties as required to support Directors/Sr. and ensuring proper Association legal review and approval.Implementing all Association risk reduction procedures.Recruiting, scheduling, and training volunteers to assist with projects and events to ensure a positive experience.Attending in-person events to help with set up, execution and tear down.Acting as a point of contact for vendors, supporters, sponsors, volunteers, and attendees.Preparing 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 guidelines.Possible involvement in virtual event production including coordinating event content, creating multi-media presentations, and providing technical support for digital experiences.Process, Monitor and Report on DataGeneral data entry in the Association data management systems (Microsoft Dynamics, Luminate, and Greater Giving), or equivalent experience, is required.Processing all event and campaign related data, ensuring accurate record-keeping and monthly reconciliations.Monitoring data for completeness and accuracy. University/College degree or equivalent experience, preferred.At least one year’s experience in administrative work, project coordination and/or event management systems with strong attention to detail.Experience in event planning, organizing, consultation and event management preferred. These skills are subject to testing.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 diplomatic, self-motivated, resourceful, considerate, and tactful.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.Ability to transport materials and other supplies to and from meetings and events.