Event Planning Coordinator Job at American Heart Association in Boston

Overview

Since our founding in 1924, we've cut cardiovascular disease deaths in half, but there is still so much more to do. To overcome today’s biggest health challenges and accelerate this progress, we need passionate individuals like you. Join our movement, be part of the progress, and help ensure a healthier future for all. You matter, and so does the impact you can make with us.

The American Heart Association (the "Association") has an excellent opportunity for a Event Planning Coordinator. This office-based position is located in Wellesley, MA. This position will require at least three days per week in the office as well as periodic travel for events (primarily in Massachusetts). This position is responsible for duties associated with supporting development team members in their fundraising efforts. 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.

Responsibilities

Support Services

• Meeting 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. Directors, Vice Presidents, and Senior Vice Presidents.
• Assisting in the coordination and execution of leadership and board meetings.
• Preparing presentations, correspondence and documentation in a timely manner including meeting minutes.
• Working independently and within a team on special nonrecurring and ongoing projects.

Event Logistics

• Coordinating logistical aspects of events such as:
• Securing and planning details with vendors for venues, catering, entertainment, AV and staging etc. 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 Data

• General 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. Correcting irregularities as needed.
• Generating reports as needed.

Financial Responsibilities

• Research customer discrepancies and past-due amounts with the assistance of the Staff Accountant and other team members.
• Align with American Heart Association Funds Handling and PCI Procedures for checks, cash, and credit card transactions.
• Input requests for payments in financial system for contracts and invoices.

Qualifications

• Must have earned a high school diploma or equivalent. 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. Proficient in using web conferencing software (Zoom, Microsoft Teams, etc.).
• Demonstrated ability to work on multiple tasks concurrently.
• Must have intermediate skills in PowerPoint, Word, and Excel. Advanced knowledge and skill with these programs is preferred.
• 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.
• Must pass background check and must be at least 18 years old.

Preferred Qualifications:

• Nonprofit experience.
• Project management experience.
• Digital event production experience.
• Design skills, preferably in Canva or similar.
• Knowledge of email marketing basics.
• Experience using Tableau reports.
• Proficient in Microsoft SharePoint and Teams.
• Experience with vendor negotiation and contract review.

Attracting dedicated, committed employees means offering a competitive benefits package, ongoing professional development and training, and a diverse and inclusive environment in which to work and grow. And we do.

Compensation & Benefits

The American Heart Association invests in its people. Here are the main components of our total rewards package. Visit Rewards & Benefits to see more details.

• Compensation – Our goal is to ensure you have a competitive base salary.
• Performance and Recognition – You are rewarded for achieving success by merit increases and incentive programs.
• Benefits – We offer a wide array of benefits including medical, dental, vision, disability, and life insurance.
• Professional Development – You can join one of our many Employee Resource Groups (ERG) or be a mentor/mentee in our professional mentoring program.
• Work-Life Harmonization – The Association offers Paid Time Off (PTO) at a minimum of 16 days per year for new employees.
• Tuition Assistance - We support the career development of all employees.

The American Heart Association’s 2028 Goal: Building on over 100 years of trusted leadership in cardiovascular and brain health, by 2028 the AHA will drive breakthroughs and implement proven solutions in science, policy, and care for healthier people and communities.

At American Heart Association | American Stroke Association, our mission is to be a relentless force for a world of longer, healthier lives. We're committed to ensuring our workforce, workplace culture and mission have a shared impact across a diverse set of backgrounds.

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EOE/Protected Veterans/Persons with Disabilities