785 Exhibitions Coordinator jobs in the United States

**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 an **Event Planning Coordinator.** **_This office position is located in New York City and supports campaign events in and around New York_** **.** **_This position will_** **_require periodic travel for events_** **_._** 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.
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.
#TheAHALife is more than a company culture; it is our way of life. It embodies our commitment to work-life harmonization and is guided by our core values where our employees can thrive both personally and professionally. Discover why you will Be Seen. Be Heard. Be Valued at the American Heart Association by following us on LinkedIn, Instagram, Facebook, X, and at heart.jobs.
**Responsibilities**
**Event Logistics**
Whether planning a donor reception, a Heart Walk or a Gala experience, the Event Planning Coordinator is responsible for helping to plan and implement a variety of events which will appeal to both current and potential donors.
+ Coordinate logistical aspects of assigned events, ensuring seamless execution from start to finish
+ Proactively research, secure, and manage vendors for event services, ensuring cost-effective solutions and compliance with Association guidelines. Plan and coordinate event details, including venues, catering, entertainment, AV, and staging, while securing necessary legal approvals
+ Implement Association risk reduction procedures to ensure the safety and success of each event
+ Recruit, schedule, and train volunteers to assist with projects and events to ensure a positive experience
+ Attend 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 guidelines
+ Possible involvement in virtual event production including coordinating event content, creating multi-media presentations, and providing technical support for digital experiences
**Event 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. This role involves handling pivotal guest information, auction item data and associated revenue/donations.
+ Manage Event Data: Collect, organize, enter and maintain comprehensive event data, including guest names, contact information, table assignments, sponsorship/donor benefits and other key notes relevant to the event
+ Auction Item Data: Oversee the collection, management and entry of auction item data, guaranteeing precise and prompt documentation in accordance with compliance standards.
+ Donation & Revenue Tracking, Data Quality and Analysis: Manage and monitor donation information, ensuring accurate and timely recording. Correct irregularities as needed
+ Generate reports from various systems as needed
**Financial Responsibilities**
Help 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 completeness
+ Research customer discrepancies and past-due amounts with the assistance of the Staff Accountant and other team members
+ Input requests for payments in financial system for vendor contracts and invoices
+ Monitor and manage event budgets, ensuring cost-effective planning and adherence to financial guidelines
+ Adhere to American Heart Association Funds Handling and PCI Procedures for checks, cash, and credit card transactions
**Support Services**
The 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 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
**Qualifications**
**Want to help get your resume to the top? Take a look at the experience we require:**
+ Must have earned a high school diploma or equivalent.
+ At least three years 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. 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. This includes ability and willingness to build and cultivate relationships within and outside the American Heart Association.
+ Ability to be diplomatic, self-motivated, resourceful, considerate, and tactful.
+ Willingness to work in an atmosphere requiring flexibility and change. Validated ability to respond quickly to changing ideas, responsibilities, expectations, strategies, and other processes at work.
+ Knowledge of and skill in report preparation, proofreading and attention to detail.
+ Requires access to reliable transportation at all times on an immediate basis.
+ Ability to transport materials and other supplies to and from meetings and events. Ability to and/or move large objects (such as boxes) 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 background check and must be at least 18 years old.
**Preferred Qualifications, not mandatory to qualify** :
+ Nonprofit 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.
**Compensation & Benefits**
**Expected pay range will be $25.50/hourly to $32.80/hourly. Pay is commensurate with experience; geographic differentials to the pay range may apply. American Heart Association reserves the right to pay more or less than the posted range.**
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. That's why we regularly review the market value of jobs and make adjustments, as needed.
+ **Performance and Recognition** - You are rewarded for achieving success by merit increases and incentive programs; eligibility for an incentive program is based on the type of position.
+ **Benefits** - We offer a wide array of benefits including medical, dental, vision, disability, and life insurance, along with a robust retirement program that includes an employer match and automatic contribution. 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. HeartU is the Association's national online university, with more than 100,000 resources designed to meet your needs and busy schedule.
+ **Work-Life Harmonization -** The Association offers Paid Time Off (PTO) at a minimum of 16 days per year for new employees. The number of days will increase based on seniority level. 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. This program provides financial assistance to employees who wish to further their education and career in relation to their current duties and responsibilities, or for potential future positions in the organization.
The American Heart Association's 2028 Goal: Building on over 100 years of trusted leadership in cardiovascular and brain health, by 2028 the Association will drive breakthroughs and implement proven solutions in science, policy, and care for healthier people and communities. The greatest discoveries in health must reach everyone where they are.
**At American Heart Association | American Stroke Association, our mission is to be a relentless force for a world of longer, healthier lives, regardless of race, ethnicity, gender, gender identity, religion, age, language, sexual orientation, national origin and physical or cognitive abilities.**
**This position not a match with your skills?** Click here to see other opportunities.
In accordance with local and state laws where applicable, qualified applicants with arrest or conviction records will be considered for employment.
EOE/Protected Veterans/Persons with Disabilities
#LI-Onsite
**Join our Talent Community!**
Join our Talent Community to receive updates on new opportunities and future events.
**Default: Location : Location** _US-NY-New York_
**Posted Date** _1 week ago_ _(8/15/2025 9:10 PM)_
**_Requisition ID_** _2025-16280_
**_Job Category_** _Administrative Support_
**_Position Type_** _Full Time_

**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 has an opportunity for a Event Planning Coordinator in **Nashville, TN** .
In this position, you will coordinate logistics for major fundraising events, in person events. Responsibilities will also include organizing and motivating volunteers, assisting with logistics of auxiliary fundraising events, coordinating event administration, schedules, and meetings; controlling inventory/implementation of marketing, presentation, or fundraising materials, and preparing financial or operations reports.
You will also be responsible for ensuring sponsorship fulfillment of benefits, securing, and coordinating all vendor relationships, and ensuring Association policies and procedures for events are followed **.**
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.
#TheAHALife is more than a company culture; it is our way of life. It embodies our commitment to work-life harmonization and is guided by our core values where our employees can thrive both personally and professionally. Discover why you will Be Seen. Be Heard. Be Valued at the American Heart Association by following us on LinkedIn, Instagram, Facebook, X, and at heart.jobs.
**Responsibilities**
**Some of your responsibilities will include (but not limited to):**
+ Coordinate and collaborate with vendors or volunteers to execute logistics for a large fundraising event or multiple smaller events such as Heart Walk, Go Red for Women Luncheon, and Heart Ball, including infrastructure, lighting, sound, food, and beverage, etc.
+ Prepare, edit and maintain fundraising materials and presentations as well as event collateral and marketing material.
+ Coordinate the vendor contract process for assigned events to ensure that each site is following American Heart Association best practices, guidelines, and procedures. Track vendors' adherence to contractual obligations and perform as agreed upon. Coordinate logistics for auxiliary events.
+ Collaborate with staff and volunteers to conduct core events (Heart Walk, Go Red for Women Luncheon, Heart Ball and Cycle Nation) including volunteer/speaker coordination, production support, technical guidance, and coordination with communications to conduct successful events. Pre and post events also apply.
+ Ensure accuracy and adherence to the latest policies and practices of the Association as they relate to fiscal and event financials. Ensure expenses for events are coordinated with the Data Specialist Team. Monitor event budget. Coordinate and track invoicing, expenses, and peripheral accounts for event. Prepare and distribute reports as requested.
+ Prepare and communicate schedules and meetings, and ensure deadlines are met. Ensure markets are meeting deadlines for successful event production.
+ Train volunteers and run assignments on-site during event. Act as volunteer liaison.
+ Travel will be required to events in assigned territory.
In this role, you will report to the VP of Development and will work with a team of fundraisers to lead logistics for events in Nashville, Wilson County and Rutherford County.
**Qualifications**
+ High School Diploma or equivalent and 3 years minimum of prior relevant experience.
+ Excellent attention to detail, organization of workflow and calendars, verbal, and non-verbal communication with highly effective organizational and time management skills.
+ Ability to prioritize and develop solutions for effective decision making.
+ Ability to work independently, prioritize and handle multiple tasks while managing multiple territories simultaneously.
+ Proficient with all Microsoft Office applications (Word, Excel, PowerPoint, Publisher, Outlook.
+ Ability to work outside of standard hours which may involve some evenings and/or weekends.
+ Ability and willingness to travel periodically throughout assigned geographical territory.
+ Ability to lift and/or move large objects (such as boxes) 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.
**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. That's why we regularly review the market value of jobs and make adjustments, as needed.
+ **Performance and Recognition** - You are rewarded for achieving success by merit increases and incentive programs; eligibility for an incentive program is based on the type of position.
+ **Benefits** - We offer a wide array of benefits including medical, dental, vision, disability, and life insurance, along with a robust retirement program that includes an employer match and automatic contribution. 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. HeartU is the Association's national online university, with more than 100,000 resources designed to meet your needs and busy schedule.
+ **Work-Life Harmonization -** The Association offers Paid Time Off (PTO) at a minimum of 16 days per year for new employees. The number of days will increase based on seniority level. 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. This program provides financial assistance to employees who wish to further their education and career in relation to their current duties and responsibilities, or for potential future positions in the organization.
The American Heart Association's 2028 Goal: Building on over 100 years of trusted leadership in cardiovascular and brain health, by 2028 the Association will drive breakthroughs and implement proven solutions in science, policy, and care for healthier people and communities. The greatest discoveries in health must reach everyone where they are.
**At American Heart Association | American Stroke Association, our mission is to be a relentless force for a world of longer, healthier lives, regardless of race, ethnicity, gender, gender identity, religion, age, language, sexual orientation, national origin and physical or cognitive abilities.**
**This position not a match with your skills?** Click here to see other opportunities.
In accordance with local and state laws where applicable, qualified applicants with arrest or conviction records will be considered for employment.
EOE/Protected Veterans/Persons with Disabilities
#LI-Onsite
**Join our Talent Community!**
Join our Talent Community to receive updates on new opportunities and future events.
**Default: Location : Location** _US-TN-Nashville_
**Posted Date** _3 weeks ago_ _(8/4/2025 5:13 PM)_
**_Requisition ID_** _2025-15659_
**_Job Category_** _Field Campaigns_
**_Position Type_** _Full Time_

**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 an **Event Planning Coordinator.** **_This hybrid position is located in the Southern Tier, NY or surrounding area and supports campaign events in Eastern Pennsylvania and New York_** **.** **_This position will_** **_require periodic travel for events_** **_._** 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.
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.
#TheAHALife is more than a company culture; it is our way of life. It embodies our commitment to work-life harmonization and is guided by our core values where our employees can thrive both personally and professionally. Discover why you will Be Seen. Be Heard. Be Valued at the American Heart Association by following us on LinkedIn, Instagram, Facebook, X, and at heart.jobs.
**Responsibilities**
**Event Logistics**
Whether planning a donor reception, a Heart Walk or a Gala experience, the Event Planning Coordinator is responsible for helping to plan and implement a variety of events which will appeal to both current and potential donors.
+ Coordinate logistical aspects of assigned events, ensuring seamless execution from start to finish
+ Proactively research, secure, and manage vendors for event services, ensuring cost-effective solutions and compliance with Association guidelines. Plan and coordinate event details, including venues, catering, entertainment, AV, and staging, while securing necessary legal approvals
+ Implement Association risk reduction procedures to ensure the safety and success of each event
+ Recruit, schedule, and train volunteers to assist with projects and events to ensure a positive experience
+ Attend 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 guidelines
+ Possible involvement in virtual event production including coordinating event content, creating multi-media presentations, and providing technical support for digital experiences
**Event 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. This role involves handling pivotal guest information, auction item data and associated revenue/donations.
+ Manage Event Data: Collect, organize, enter and maintain comprehensive event data, including guest names, contact information, table assignments, sponsorship/donor benefits and other key notes relevant to the event
+ Auction Item Data: Oversee the collection, management and entry of auction item data, guaranteeing precise and prompt documentation in accordance with compliance standards.
+ Donation & Revenue Tracking, Data Quality and Analysis: Manage and monitor donation information, ensuring accurate and timely recording. Correct irregularities as needed
+ Generate reports from various systems as needed
**Financial Responsibilities**
Help 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 completeness
+ Research customer discrepancies and past-due amounts with the assistance of the Staff Accountant and other team members
+ Input requests for payments in financial system for vendor contracts and invoices
+ Monitor and manage event budgets, ensuring cost-effective planning and adherence to financial guidelines
+ Adhere to American Heart Association Funds Handling and PCI Procedures for checks, cash, and credit card transactions
**Support Services**
The 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 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
**Qualifications**
**Want to help get your resume to the top? Take a look at the experience we require:**
+ Must have earned a high school diploma or equivalent.
+ At least three years 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. 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. This includes ability and willingness to build and cultivate relationships within and outside the American Heart Association.
+ Ability to be diplomatic, self-motivated, resourceful, considerate, and tactful.
+ Willingness to work in an atmosphere requiring flexibility and change. Validated ability to respond quickly to changing ideas, responsibilities, expectations, strategies, and other processes at work.
+ Knowledge of and skill in report preparation, proofreading and attention to detail.
+ Requires access to reliable transportation at all times on an immediate basis.
+ Ability to transport materials and other supplies to and from meetings and events. Ability to and/or move large objects (such as boxes) 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 background check and must be at least 18 years old.
**Preferred Qualifications, not mandatory to qualify** :
+ Nonprofit 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.
**Compensation & Benefits**
**Expected pay range will be $21.30/hourly to $27.30/hourly. Pay is commensurate with experience; geographic differentials to the pay range may apply. American Heart Association reserves the right to pay more or less than the posted range.**
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. That's why we regularly review the market value of jobs and make adjustments, as needed.
+ **Performance and Recognition** - You are rewarded for achieving success by merit increases and incentive programs; eligibility for an incentive program is based on the type of position.
+ **Benefits** - We offer a wide array of benefits including medical, dental, vision, disability, and life insurance, along with a robust retirement program that includes an employer match and automatic contribution. 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. HeartU is the Association's national online university, with more than 100,000 resources designed to meet your needs and busy schedule.
+ **Work-Life Harmonization -** The Association offers Paid Time Off (PTO) at a minimum of 16 days per year for new employees. The number of days will increase based on seniority level. 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. This program provides financial assistance to employees who wish to further their education and career in relation to their current duties and responsibilities, or for potential future positions in the organization.
The American Heart Association's 2028 Goal: Building on over 100 years of trusted leadership in cardiovascular and brain health, by 2028 the Association will drive breakthroughs and implement proven solutions in science, policy, and care for healthier people and communities. The greatest discoveries in health must reach everyone where they are.
**At American Heart Association | American Stroke Association, our mission is to be a relentless force for a world of longer, healthier lives, regardless of race, ethnicity, gender, gender identity, religion, age, language, sexual orientation, national origin and physical or cognitive abilities.**
**This position not a match with your skills?** Click here to see other opportunities.
In accordance with local and state laws where applicable, qualified applicants with arrest or conviction records will be considered for employment.
EOE/Protected Veterans/Persons with Disabilities
#AHAIND2, #LI-Onsite
**Join our Talent Community!**
Join our Talent Community to receive updates on new opportunities and future events.
**Default: Location : Location** _US-PA-Lehigh Valley_
**Posted Date** _2 weeks ago_ _(8/11/2025 9:48 PM)_
**_Requisition ID_** _2025-16217_
**_Job Category_** _Administrative Support_
**_Position Type_** _Full Time_

**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 an **Event Planning Coordinator.** **_This hybrid position is located in the Southern Tier, NY or surrounding area and supports campaign events in Eastern Pennsylvania and New York_** **.** **_This position will_** **_require periodic travel for events_** **_._** 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.
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.
#TheAHALife is more than a company culture; it is our way of life. It embodies our commitment to work-life harmonization and is guided by our core values where our employees can thrive both personally and professionally. Discover why you will Be Seen. Be Heard. Be Valued at the American Heart Association by following us on LinkedIn, Instagram, Facebook, X, and at heart.jobs.
**Responsibilities**
**Event Logistics**
Whether planning a donor reception, a Heart Walk or a Gala experience, the Event Planning Coordinator is responsible for helping to plan and implement a variety of events which will appeal to both current and potential donors.
+ Coordinate logistical aspects of assigned events, ensuring seamless execution from start to finish
+ Proactively research, secure, and manage vendors for event services, ensuring cost-effective solutions and compliance with Association guidelines. Plan and coordinate event details, including venues, catering, entertainment, AV, and staging, while securing necessary legal approvals
+ Implement Association risk reduction procedures to ensure the safety and success of each event
+ Recruit, schedule, and train volunteers to assist with projects and events to ensure a positive experience
+ Attend 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 guidelines
+ Possible involvement in virtual event production including coordinating event content, creating multi-media presentations, and providing technical support for digital experiences
**Event 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. This role involves handling pivotal guest information, auction item data and associated revenue/donations.
+ Manage Event Data: Collect, organize, enter and maintain comprehensive event data, including guest names, contact information, table assignments, sponsorship/donor benefits and other key notes relevant to the event
+ Auction Item Data: Oversee the collection, management and entry of auction item data, guaranteeing precise and prompt documentation in accordance with compliance standards.
+ Donation & Revenue Tracking, Data Quality and Analysis: Manage and monitor donation information, ensuring accurate and timely recording. Correct irregularities as needed
+ Generate reports from various systems as needed
**Financial Responsibilities**
Help 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 completeness
+ Research customer discrepancies and past-due amounts with the assistance of the Staff Accountant and other team members
+ Input requests for payments in financial system for vendor contracts and invoices
+ Monitor and manage event budgets, ensuring cost-effective planning and adherence to financial guidelines
+ Adhere to American Heart Association Funds Handling and PCI Procedures for checks, cash, and credit card transactions
**Support Services**
The 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 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
**Qualifications**
**Want to help get your resume to the top? Take a look at the experience we require:**
+ Must have earned a high school diploma or equivalent.
+ At least three years 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. 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. This includes ability and willingness to build and cultivate relationships within and outside the American Heart Association.
+ Ability to be diplomatic, self-motivated, resourceful, considerate, and tactful.
+ Willingness to work in an atmosphere requiring flexibility and change. Validated ability to respond quickly to changing ideas, responsibilities, expectations, strategies, and other processes at work.
+ Knowledge of and skill in report preparation, proofreading and attention to detail.
+ Requires access to reliable transportation at all times on an immediate basis.
+ Ability to transport materials and other supplies to and from meetings and events. Ability to and/or move large objects (such as boxes) 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 background check and must be at least 18 years old.
**Preferred Qualifications, not mandatory to qualify** :
+ Nonprofit 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.
**Compensation & Benefits**
**Expected pay range will be $21.30/hourly to $27.30/hourly. Pay is commensurate with experience; geographic differentials to the pay range may apply. American Heart Association reserves the right to pay more or less than the posted range.**
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. That's why we regularly review the market value of jobs and make adjustments, as needed.
+ **Performance and Recognition** - You are rewarded for achieving success by merit increases and incentive programs; eligibility for an incentive program is based on the type of position.
+ **Benefits** - We offer a wide array of benefits including medical, dental, vision, disability, and life insurance, along with a robust retirement program that includes an employer match and automatic contribution. 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. HeartU is the Association's national online university, with more than 100,000 resources designed to meet your needs and busy schedule.
+ **Work-Life Harmonization -** The Association offers Paid Time Off (PTO) at a minimum of 16 days per year for new employees. The number of days will increase based on seniority level. 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. This program provides financial assistance to employees who wish to further their education and career in relation to their current duties and responsibilities, or for potential future positions in the organization.
The American Heart Association's 2028 Goal: Building on over 100 years of trusted leadership in cardiovascular and brain health, by 2028 the Association will drive breakthroughs and implement proven solutions in science, policy, and care for healthier people and communities. The greatest discoveries in health must reach everyone where they are.
**At American Heart Association | American Stroke Association, our mission is to be a relentless force for a world of longer, healthier lives, regardless of race, ethnicity, gender, gender identity, religion, age, language, sexual orientation, national origin and physical or cognitive abilities.**
**This position not a match with your skills?** Click here to see other opportunities.
In accordance with local and state laws where applicable, qualified applicants with arrest or conviction records will be considered for employment.
EOE/Protected Veterans/Persons with Disabilities
#AHAIND2, #LI-Onsite
**Join our Talent Community!**
Join our Talent Community to receive updates on new opportunities and future events.
**Default: Location : Location** _US-PA-Lehigh Valley_
**Posted Date** _2 weeks ago_ _(8/11/2025 9:48 PM)_
**_Requisition ID_** _2025-16217_
**_Job Category_** _Administrative Support_
**_Position Type_** _Full Time_

**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 an **Event Planning Coordinator.** **_This hybrid position is located in the Southern Tier, NY or surrounding area and supports campaign events in Eastern Pennsylvania and New York_** **.** **_This position will_** **_require periodic travel for events_** **_._** 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.
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.
#TheAHALife is more than a company culture; it is our way of life. It embodies our commitment to work-life harmonization and is guided by our core values where our employees can thrive both personally and professionally. Discover why you will Be Seen. Be Heard. Be Valued at the American Heart Association by following us on LinkedIn, Instagram, Facebook, X, and at heart.jobs.
**Responsibilities**
**Event Logistics**
Whether planning a donor reception, a Heart Walk or a Gala experience, the Event Planning Coordinator is responsible for helping to plan and implement a variety of events which will appeal to both current and potential donors.
+ Coordinate logistical aspects of assigned events, ensuring seamless execution from start to finish
+ Proactively research, secure, and manage vendors for event services, ensuring cost-effective solutions and compliance with Association guidelines. Plan and coordinate event details, including venues, catering, entertainment, AV, and staging, while securing necessary legal approvals
+ Implement Association risk reduction procedures to ensure the safety and success of each event
+ Recruit, schedule, and train volunteers to assist with projects and events to ensure a positive experience
+ Attend 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 guidelines
+ Possible involvement in virtual event production including coordinating event content, creating multi-media presentations, and providing technical support for digital experiences
**Event 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. This role involves handling pivotal guest information, auction item data and associated revenue/donations.
+ Manage Event Data: Collect, organize, enter and maintain comprehensive event data, including guest names, contact information, table assignments, sponsorship/donor benefits and other key notes relevant to the event
+ Auction Item Data: Oversee the collection, management and entry of auction item data, guaranteeing precise and prompt documentation in accordance with compliance standards.
+ Donation & Revenue Tracking, Data Quality and Analysis: Manage and monitor donation information, ensuring accurate and timely recording. Correct irregularities as needed
+ Generate reports from various systems as needed
**Financial Responsibilities**
Help 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 completeness
+ Research customer discrepancies and past-due amounts with the assistance of the Staff Accountant and other team members
+ Input requests for payments in financial system for vendor contracts and invoices
+ Monitor and manage event budgets, ensuring cost-effective planning and adherence to financial guidelines
+ Adhere to American Heart Association Funds Handling and PCI Procedures for checks, cash, and credit card transactions
**Support Services**
The 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 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
**Qualifications**
**Want to help get your resume to the top? Take a look at the experience we require:**
+ Must have earned a high school diploma or equivalent.
+ At least three years 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. 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. This includes ability and willingness to build and cultivate relationships within and outside the American Heart Association.
+ Ability to be diplomatic, self-motivated, resourceful, considerate, and tactful.
+ Willingness to work in an atmosphere requiring flexibility and change. Validated ability to respond quickly to changing ideas, responsibilities, expectations, strategies, and other processes at work.
+ Knowledge of and skill in report preparation, proofreading and attention to detail.
+ Requires access to reliable transportation at all times on an immediate basis.
+ Ability to transport materials and other supplies to and from meetings and events. Ability to and/or move large objects (such as boxes) 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 background check and must be at least 18 years old.
**Preferred Qualifications, not mandatory to qualify** :
+ Nonprofit 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.
**Compensation & Benefits**
**Expected pay range will be $21.30/hourly to $27.30/hourly. Pay is commensurate with experience; geographic differentials to the pay range may apply. American Heart Association reserves the right to pay more or less than the posted range.**
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. That's why we regularly review the market value of jobs and make adjustments, as needed.
+ **Performance and Recognition** - You are rewarded for achieving success by merit increases and incentive programs; eligibility for an incentive program is based on the type of position.
+ **Benefits** - We offer a wide array of benefits including medical, dental, vision, disability, and life insurance, along with a robust retirement program that includes an employer match and automatic contribution. 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. HeartU is the Association's national online university, with more than 100,000 resources designed to meet your needs and busy schedule.
+ **Work-Life Harmonization -** The Association offers Paid Time Off (PTO) at a minimum of 16 days per year for new employees. The number of days will increase based on seniority level. 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. This program provides financial assistance to employees who wish to further their education and career in relation to their current duties and responsibilities, or for potential future positions in the organization.
The American Heart Association's 2028 Goal: Building on over 100 years of trusted leadership in cardiovascular and brain health, by 2028 the Association will drive breakthroughs and implement proven solutions in science, policy, and care for healthier people and communities. The greatest discoveries in health must reach everyone where they are.
**At American Heart Association | American Stroke Association, our mission is to be a relentless force for a world of longer, healthier lives, regardless of race, ethnicity, gender, gender identity, religion, age, language, sexual orientation, national origin and physical or cognitive abilities.**
**This position not a match with your skills?** Click here to see other opportunities.
In accordance with local and state laws where applicable, qualified applicants with arrest or conviction records will be considered for employment.
EOE/Protected Veterans/Persons with Disabilities
#AHAIND2, #LI-Onsite
**Join our Talent Community!**
Join our Talent Community to receive updates on new opportunities and future events.
**Default: Location : Location** _US-PA-Lehigh Valley_
**Posted Date** _2 weeks ago_ _(8/11/2025 9:48 PM)_
**_Requisition ID_** _2025-16217_
**_Job Category_** _Administrative Support_
**_Position Type_** _Full Time_

Our client, a renowned hospitality group, is actively recruiting an organized and creative Event Planning Coordinator to support their vibrant events division in San Antonio, Texas, US . This role is perfect for an individual with a keen eye for detail and a passion for creating memorable guest experiences. You will be responsible for assisting in the planning, organization, and execution of a wide range of events, from corporate functions and weddings to banquets and social gatherings. Your duties will include managing vendor relationships, coordinating logistics such as catering and audiovisual services, developing event timelines, and communicating effectively with clients and stakeholders. You will also be involved in budget management, contract review, and on-site event support to ensure flawless execution. The ideal candidate will have a Bachelor's degree in Hospitality Management, Tourism, Marketing, or a related field, or equivalent practical experience. Previous experience in event planning, coordination, or a similar role within the hospitality industry is strongly preferred. Excellent communication, negotiation, and interpersonal skills are essential. Proficiency in event management software and standard office applications is required. This is a contract position with the possibility of extension based on performance and business needs. The role requires a flexible schedule, including evenings and weekends as dictated by event demands. A proactive attitude and the ability to thrive in a fast-paced, deadline-driven environment are key to success.

Our client in the vibrant hospitality sector is seeking a creative and organized Event Planning Coordinator to join their team in Portland, Oregon . This role is perfect for an individual with a passion for creating memorable experiences and a knack for managing details. The position operates on a hybrid model, allowing for a balance between remote planning and on-site event execution. You will be responsible for supporting the planning, organization, and execution of various events, from corporate functions and conferences to social gatherings and celebrations. Key duties include coordinating event logistics such as venue selection, catering, AV equipment, and transportation; developing event timelines and budgets; liaising with vendors, clients, and internal teams; managing guest lists and RSVPs; and providing on-site support during events. The ideal candidate will have a Bachelor's degree in Hospitality Management, Marketing, Communications, or a related field, or equivalent practical experience. At least 2 years of experience in event planning, coordination, or a similar role within the hospitality industry is preferred. Strong organizational skills, excellent communication abilities, and a keen eye for detail are essential. Proficiency in event management software and standard office suites (Microsoft Office, Google Workspace) is required. You must be adaptable, possess strong problem-solving skills, and thrive in a fast-paced environment. The ability to manage multiple tasks and deadlines effectively is crucial. If you are a proactive and enthusiastic individual looking to contribute to exceptional events, this hybrid role offers a fantastic opportunity.

We are seeking a creative and highly organized Event Planning Coordinator to manage and execute a variety of events. This role is ideal for someone with a passion for hospitality and a talent for bringing memorable experiences to life. You will be responsible for all aspects of event planning, from conceptualization and budgeting to vendor management and on-site execution. Your duties will include liaising with clients to understand their event needs, developing event concepts and themes, and creating detailed event plans. You will also be responsible for securing venues, negotiating contracts with vendors (caterers, decorators, entertainment), and managing event logistics, including transportation and accommodation. Ensuring seamless event flow, managing on-site staff, and troubleshooting any issues that arise during the event will be critical.

The ideal candidate will possess excellent communication, negotiation, and interpersonal skills. A proven track record of successful event planning and execution, with a strong portfolio showcasing diverse events, is required. Proficiency in event management software and a good understanding of the hospitality and tourism industry are essential. You should be highly organized, detail-oriented, and possess strong problem-solving abilities. The capacity to work under pressure, manage multiple projects simultaneously, and adapt to changing circumstances is crucial. A bachelor's degree in Hospitality Management, Tourism, Marketing, or a related field is preferred. This role offers a fantastic opportunity to contribute to the success of exciting events and build a career in a dynamic and fast-paced industry. We value individuals who are passionate about creating exceptional experiences and are committed to client satisfaction. Join a team that thrives on creativity, collaboration, and delivering outstanding results. This role offers flexible working arrangements to accommodate project needs.

Our client, a vibrant hospitality group, is seeking a dynamic and detail-oriented Event Planning Coordinator to join their team in Raleigh, North Carolina, US . This role is essential for the successful execution of a wide range of events, from corporate functions and conferences to weddings and social gatherings. The ideal candidate will have a passion for events, strong organizational skills, and a creative approach to planning. Responsibilities include assisting in the planning and coordination of all aspects of events, including venue selection, vendor management, budget tracking, and timeline management; liaising with clients to understand their event needs and preferences; developing event proposals and presentations; coordinating event logistics, such as catering, audiovisual equipment, and décor; managing on-site event execution, ensuring smooth operations and guest satisfaction; troubleshooting and resolving any event-related issues that may arise; working closely with sales and marketing teams to promote events; and conducting post-event evaluations and reporting. A Bachelor's degree in Hospitality Management, Marketing, Communications, or a related field is preferred. Previous experience in event planning, coordination, or hospitality is required, ideally 1-3 years. Excellent communication, interpersonal, and negotiation skills are paramount. Strong organizational abilities, meticulous attention to detail, and the capacity to manage multiple projects simultaneously are essential. Proficiency in Microsoft Office Suite and familiarity with event management software are advantageous. The ability to work flexible hours, including evenings and weekends, is necessary. Join our client and be part of creating memorable experiences.

Key Responsibilities:

• Assist in the planning and execution of various events.
• Coordinate with clients to define event requirements and vision.
• Manage event budgets and track expenses.
• Source and liaise with event vendors and suppliers.
• Oversee event logistics, including venue, catering, and A/V.
• Provide on-site support during events.
• Resolve event-related issues promptly.
• Conduct post-event analysis and feedback.

Qualifications:

• Bachelor's degree in Hospitality, Marketing, or related field preferred.
• 1-3 years of experience in event planning or coordination.
• Strong organizational and multitasking skills.
• Excellent customer service and communication abilities.
• Proficiency in MS Office Suite.
• Knowledge of event management software is a plus.
• Ability to work flexible hours, including weekends.
• Creative problem-solving skills.