494 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 position is hybrid, with 3-days in the Philadelphia office and 2 days remote. Position supports campaign events in and around Philadelphia and Southern NJ_** **.** **_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 handling 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 that 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 the 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 of 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 the 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 a 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.
+ Ability to do periodic local travel up to 20%; requires access to reliable transportation at all times on an immediate basis.
**Compensation & Benefits**
**Expected pay range will be $24.10/** **hour to $29.00/** **hour. 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 through annual salary planning 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, #AHAWAYUP
**Join our Talent Community!**
Join our Talent Community to receive updates on new opportunities and future events.
**Default: Location : Location** _US-PA-Philadelphia_
**Posted Date** _3 days ago_ _(10/6/2025 1:30 PM)_
**_Requisition ID_** _ _
**_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 is seeking a dynamic **Event Planning Coordinator** to support our fundraising campaigns and donor engagement events in the Central Virginia market-including events such as the **Richmond Heart Ball, Hard Hats with Heart, the VIP Chef's Challenge, and Cor Vitae Society donor experiences** (event assignments may change). This role is ideal for a high-energy, detail-driven event professional who thrives in fast-paced environments and is passionate about creating unforgettable experiences that drive meaningful impact.
This office-based role in **Glen Allen, Virginia** , offers the opportunity to work on some of our most visible and mission-critical events, engaging with influential community leaders, corporate partners, and high-level donors. You'll be part of a collaborative team of Event Planning Coordinators, supporting events across the region by providing day-of-event support and logistical expertise to ensure seamless execution.
This is more than a job-it's a chance to be part of a movement. If you thrive in high-energy environments and want to use your talents to help save lives, we want to hear from you!
**What You'll Do:**
+ Lead and support planning for major fundraising events and donor experiences primarily in Central Virginia and potentially other areas.
+ Collaborate with internal teams, vendors, and volunteers to manage event logistics, timelines, and execution.
+ Maintain and manage data across multiple event systems related to leadership, donations, and planning.
+ Process payments and monitor financials with accuracy and timeliness.
+ Provide on-site support for events across the region, including occasional travel.
+ Contribute to a high-performing team culture focused on excellence, innovation, and mission impact.
**What We're Looking For:**
+ Proven experience in planning and executing large-scale, high-profile events.
+ Exceptional organizational skills and the ability to manage multiple priorities in a fast-paced environment.
+ Strong communication and collaboration skills with a customer-service mindset.
+ A proactive, solutions-oriented approach and a passion for making a difference.
+ Experience with donor engagement and fundraising events is a plus.
**Key Details:**
+ This is a hybrid office-based position that will require travel to events and meetings, including overnight travel throughout the region.
+ 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.
#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**
+ Plan and execute a variety of mission-driven events and meetings.
+ Source and manage vendors, venues, catering, AV, and entertainment, ensuring cost-effective solutions and compliance with the Association guidelines.
+ Implement risk reduction procedures to ensure safe and successful events.
+ Recruit, train, and schedule volunteers to support event execution.
+ Serve as the on-site lead for setup, execution, and teardown.
+ Act as the primary contact for vendors, sponsors, volunteers, and attendees, delivering exceptional service.
+ Create ADA-compliant digital communications (invitations, programs, logistics) in coordination with marketing teams using Association templates and branding.
+ Support virtual event production, including multimedia coordination and technical support.
**Event Data Management**
+ Maintain accurate and organized event data, including guest lists, sponsorships, seating, and donor benefits.
+ Manage auction item data and associated revenue/donations with precision and compliance.
+ Track and analyze donation and revenue data, correcting discrepancies and generating reports as needed.
**Financial Responsibilities**
+ Collaborate with fundraising teams to review revenue, accounts receivable/payable, and ensure financial accuracy.
+ Research discrepancies and assist with resolving past-due amounts.
+ Process vendor payments and contracts in the financial system.
+ Monitor event budgets and ensure cost-effective planning.
+ Adhere to the Association's Funds Handling and PCI procedures for all financial transactions.
**Support Services**
+ Maintain strong communication with directors and volunteers to ensure alignment on goals.
+ Respond to internal and external inquiries with professionalism and timeliness.
+ Support leadership with meeting coordination, documentation, and special projects.
+ Prepare presentations, sponsorship materials, correspondence, and meeting minutes.
+ Work independently and collaboratively on recurring and ad hoc initiatives.
+ Perform other duties as required. Note that responsibilities are subject to change
**Qualifications**
**Want to help get your resume to the top? Take a look at the experience we require.**
**Required:**
+ High school diploma or equivalent.
+ Minimum 3 years of experience in event management, project coordination, or administrative support.
+ Strong attention to detail and ability to manage multiple tasks simultaneously.
+ Proficiency in Outlook, Microsoft Teams, Canva, PowerPoint, Word, and Excel (skills subject to testing.
+ Strong decision-making and problem-solving abilities.
+ Excellent interpersonal skills with the ability to build relationships across all levels.
+ Self-motivated, adaptable, and diplomatic.
+ Comfortable working in a dynamic, fast-changing environment.
+ Skilled in report preparation and proofreading.
+ Requires access to reliable transportation at all times on an immediate basis.
+ A smartphone is required.
+ 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 be at least 18 years old and pass a background check.
**Preferred Qualifications, not mandatory to qualify:**
+ College degree or advanced certificate.
+ Experience in nonprofit or mission-driven organizations.
+ Design skills (Canva or similar.
+ Experience with vendor negotiation and contract review.
**Compensation & Benefits**
**The expected pay range is $22.00/hour to $27.00/hour** **. Pay is commensurate with experience; geographic differentials may apply to the pay range.** **_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 through annual salary planning 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, 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, #AHAWAYUP
**Join our Talent Community!**
Join our Talent Community to receive updates on new opportunities and future events.
**Default: Location : Location** _US-VA-Glen Allen_
**Posted Date** _3 days ago_ _(10/6/2025 1:31 PM)_
**_Requisition ID_** _ _
**_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 is seeking a dynamic **Event Planning Coordinator** to support our fundraising campaigns and donor engagement events in the Central Virginia market-including events such as the **Richmond Heart Ball, Hard Hats with Heart, the VIP Chef's Challenge, and Cor Vitae Society donor experiences** (event assignments may change). This role is ideal for a high-energy, detail-driven event professional who thrives in fast-paced environments and is passionate about creating unforgettable experiences that drive meaningful impact.
This office-based role in **Glen Allen, Virginia** , offers the opportunity to work on some of our most visible and mission-critical events, engaging with influential community leaders, corporate partners, and high-level donors. You'll be part of a collaborative team of Event Planning Coordinators, supporting events across the region by providing day-of-event support and logistical expertise to ensure seamless execution.
This is more than a job-it's a chance to be part of a movement. If you thrive in high-energy environments and want to use your talents to help save lives, we want to hear from you!
**What You'll Do:**
+ Lead and support planning for major fundraising events and donor experiences primarily in Central Virginia and potentially other areas.
+ Collaborate with internal teams, vendors, and volunteers to manage event logistics, timelines, and execution.
+ Maintain and manage data across multiple event systems related to leadership, donations, and planning.
+ Process payments and monitor financials with accuracy and timeliness.
+ Provide on-site support for events across the region, including occasional travel.
+ Contribute to a high-performing team culture focused on excellence, innovation, and mission impact.
**What We're Looking For:**
+ Proven experience in planning and executing large-scale, high-profile events.
+ Exceptional organizational skills and the ability to manage multiple priorities in a fast-paced environment.
+ Strong communication and collaboration skills with a customer-service mindset.
+ A proactive, solutions-oriented approach and a passion for making a difference.
+ Experience with donor engagement and fundraising events is a plus.
**Key Details:**
+ This is a hybrid office-based position that will require travel to events and meetings, including overnight travel throughout the region.
+ 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.
#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**
+ Plan and execute a variety of mission-driven events and meetings.
+ Source and manage vendors, venues, catering, AV, and entertainment, ensuring cost-effective solutions and compliance with the Association guidelines.
+ Implement risk reduction procedures to ensure safe and successful events.
+ Recruit, train, and schedule volunteers to support event execution.
+ Serve as the on-site lead for setup, execution, and teardown.
+ Act as the primary contact for vendors, sponsors, volunteers, and attendees, delivering exceptional service.
+ Create ADA-compliant digital communications (invitations, programs, logistics) in coordination with marketing teams using Association templates and branding.
+ Support virtual event production, including multimedia coordination and technical support.
**Event Data Management**
+ Maintain accurate and organized event data, including guest lists, sponsorships, seating, and donor benefits.
+ Manage auction item data and associated revenue/donations with precision and compliance.
+ Track and analyze donation and revenue data, correcting discrepancies and generating reports as needed.
**Financial Responsibilities**
+ Collaborate with fundraising teams to review revenue, accounts receivable/payable, and ensure financial accuracy.
+ Research discrepancies and assist with resolving past-due amounts.
+ Process vendor payments and contracts in the financial system.
+ Monitor event budgets and ensure cost-effective planning.
+ Adhere to the Association's Funds Handling and PCI procedures for all financial transactions.
**Support Services**
+ Maintain strong communication with directors and volunteers to ensure alignment on goals.
+ Respond to internal and external inquiries with professionalism and timeliness.
+ Support leadership with meeting coordination, documentation, and special projects.
+ Prepare presentations, sponsorship materials, correspondence, and meeting minutes.
+ Work independently and collaboratively on recurring and ad hoc initiatives.
+ Perform other duties as required. Note that responsibilities are subject to change
**Qualifications**
**Want to help get your resume to the top? Take a look at the experience we require.**
**Required:**
+ High school diploma or equivalent.
+ Minimum 3 years of experience in event management, project coordination, or administrative support.
+ Strong attention to detail and ability to manage multiple tasks simultaneously.
+ Proficiency in Outlook, Microsoft Teams, Canva, PowerPoint, Word, and Excel (skills subject to testing.
+ Strong decision-making and problem-solving abilities.
+ Excellent interpersonal skills with the ability to build relationships across all levels.
+ Self-motivated, adaptable, and diplomatic.
+ Comfortable working in a dynamic, fast-changing environment.
+ Skilled in report preparation and proofreading.
+ Requires access to reliable transportation at all times on an immediate basis.
+ A smartphone is required.
+ 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 be at least 18 years old and pass a background check.
**Preferred Qualifications, not mandatory to qualify:**
+ College degree or advanced certificate.
+ Experience in nonprofit or mission-driven organizations.
+ Design skills (Canva or similar.
+ Experience with vendor negotiation and contract review.
**Compensation & Benefits**
**The expected pay range is $22.00/hour to $27.00/hour** **. Pay is commensurate with experience; geographic differentials may apply to the pay range.** **_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 through annual salary planning 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, 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, #AHAWAYUP
**Join our Talent Community!**
Join our Talent Community to receive updates on new opportunities and future events.
**Default: Location : Location** _US-VA-Glen Allen_
**Posted Date** _3 days ago_ _(10/6/2025 1:31 PM)_
**_Requisition ID_** _ _
**_Job Category_** _Administrative Support_
**_Position Type_** _Full Time_

Our client is seeking a creative and organized Event Planning Coordinator to manage and execute exceptional events in the Colorado Springs, Colorado, US area. This hybrid role requires a passionate individual with a flair for detail and a commitment to delivering memorable experiences for guests and clients. You will be responsible for overseeing all facets of event planning, from initial concept development and budgeting to vendor selection, on-site management, and post-event evaluation. This includes coordinating venue bookings, managing catering arrangements, arranging entertainment, and ensuring all logistical aspects are flawlessly executed. Strong negotiation skills are essential for securing favorable contracts with vendors and suppliers. You will work closely with clients to understand their vision and translate it into successful events, ensuring their objectives are met and exceeded. The ideal candidate will have a proven track record in event planning, with experience in a variety of event types, such as corporate functions, weddings, and conferences. Excellent communication, interpersonal, and organizational skills are paramount. The ability to multitask, prioritize effectively, and remain calm under pressure is crucial in this fast-paced environment. Familiarity with event management software and tools is a plus. This role involves frequent interaction with diverse groups of people, requiring a professional demeanor and strong relationship-building capabilities. You will also be responsible for managing event budgets, tracking expenses, and ensuring profitability. If you are a motivated and detail-oriented individual with a passion for creating extraordinary events, we invite you to apply and contribute to our client's success.

Key Responsibilities:

• Plan, coordinate, and execute various types of events.
• Manage event budgets and track expenses.
• Source and negotiate with vendors and suppliers.
• Develop event timelines and ensure deadlines are met.
• Oversee on-site event logistics and operations.
• Liaise with clients to understand their needs and expectations.
• Develop creative event concepts and themes.
• Conduct post-event evaluations and reporting.

Qualifications:

• Bachelor's degree in Hospitality Management, Marketing, or a related field.
• Minimum 3 years of experience in event planning and coordination.
• Strong organizational and project management skills.
• Excellent communication and interpersonal abilities.
• Proficiency in budgeting and vendor negotiation.
• Ability to work under pressure and meet tight deadlines.
• Creative thinking and problem-solving skills.
• Familiarity with event management software is a plus.

Our client, a prestigious hospitality group renowned for its exceptional guest experiences, is seeking a creative and detail-oriented Event Planning Coordinator to join their vibrant team in Columbus, Ohio, US . This role is instrumental in conceptualizing, planning, and executing a wide array of successful events, from intimate gatherings to large-scale conferences and galas. You will be responsible for managing all aspects of event logistics, including venue selection, budget management, vendor coordination, and on-site execution. This involves working closely with clients to understand their vision and translate it into seamless, memorable occasions. Key duties include developing event timelines, creating floor plans, coordinating catering and AV services, and ensuring all event-related permits and licenses are secured. You will also be tasked with managing guest lists, RSVP tracking, and communicating effectively with attendees and stakeholders. Sourcing and negotiating with vendors for services such as decorations, entertainment, and transportation will be a core responsibility. The ideal candidate will possess a Bachelor's degree in Hospitality Management, Event Management, Marketing, or a related field, complemented by at least 3 years of experience in event planning or coordination. Demonstrated success in managing diverse event types and budgets is essential. Exceptional organizational skills, a meticulous eye for detail, and the ability to thrive under pressure while meeting tight deadlines are paramount. Strong interpersonal and communication skills, with the ability to build positive relationships with clients, vendors, and team members, are crucial. Proficiency in event management software and standard office productivity tools is expected. A passion for creating unique and impactful events, coupled with a strong creative flair and a commitment to delivering outstanding service, will set you apart. Join our client and contribute to their legacy of excellence in the hospitality industry.

Our client, a premier hospitality group, is seeking a creative and detail-oriented Event Planning Coordinator to join their vibrant team. This hybrid role offers a dynamic blend of on-site collaboration and remote flexibility, contributing to the successful execution of exceptional events in Phoenix, Arizona, US . You will be instrumental in managing all aspects of event planning, from conceptualization and client consultation to vendor coordination and on-site execution. This position requires exceptional organizational skills, a passion for creating memorable experiences, and the ability to thrive in a fast-paced, client-focused environment. You will work closely with clients to understand their vision and translate it into flawless events.

Key Responsibilities:

• Coordinate and manage all logistical aspects of events, including venue selection, catering, décor, entertainment, and staffing.
• Develop detailed event proposals, timelines, and budgets, ensuring adherence to financial constraints.
• Liaise with clients to understand their needs, preferences, and objectives, providing expert guidance and recommendations.
• Source, negotiate with, and manage relationships with vendors and suppliers to secure the best services and pricing.
• Oversee event set-up, execution, and breakdown, ensuring seamless operations on the day of the event.
• Conduct site inspections and pre-event meetings to confirm all arrangements.
• Manage guest lists, RSVPs, and seating arrangements.
• Troubleshoot and resolve any issues that arise before or during events.
• Gather post-event feedback and conduct debriefings to identify areas for improvement.
• Stay abreast of industry trends and best practices in event planning and hospitality.

Qualifications:

• Proven experience in event planning, coordination, or a related role within the hospitality industry.
• Excellent organizational and project management skills with a keen eye for detail.
• Strong negotiation and vendor management abilities.
• Exceptional interpersonal and client-facing communication skills.
• Ability to work effectively both independently and as part of a team in a hybrid work model.
• Proficiency in event management software and Microsoft Office Suite.
• A creative mindset with a passion for delivering outstanding guest experiences.
• Flexibility to work evenings, weekends, and holidays as required by event schedules.
• Bachelor's degree in Hospitality Management, Marketing, or a related field is preferred.
• A portfolio of successfully executed events is a strong asset.

This role provides a unique opportunity to shape unforgettable experiences for clients and guests in the thriving Phoenix, Arizona, US area. Join our client's team and contribute to their reputation for excellence in hospitality and event management.

Our client is a premier hospitality group seeking a talented and energetic Event Planning Coordinator to join their team in Cincinnati, Ohio, US . This role is essential for executing successful and memorable events, ranging from intimate gatherings to large-scale corporate functions and social celebrations. You will work closely with clients, vendors, and internal teams to manage all aspects of event planning and execution, ensuring seamless coordination and exceeding client expectations. Responsibilities include initial client consultations, budget management, venue selection, vendor negotiation, menu planning, and on-site event supervision. The ideal candidate will have a keen eye for detail, exceptional organizational skills, and a passion for creating outstanding guest experiences. You will be the primary point of contact for clients throughout the planning process, providing updates, addressing concerns, and ensuring all details are meticulously handled. Collaboration with the culinary team, A/V specialists, and other venue staff will be critical for a cohesive event. This role requires a creative thinker who can also manage logistics effectively, troubleshoot issues calmly and professionally, and maintain a positive attitude under pressure. You will be responsible for developing event timelines, coordinating staffing, and overseeing setup and breakdown. A deep understanding of hospitality trends and client service best practices is vital. This is an on-site position requiring full dedication to the vibrant atmosphere of Cincinnati, Ohio, US , and its thriving event scene. You will have the opportunity to shape unique events and build lasting relationships with clients and partners. The work environment is dynamic and fast-paced, offering a challenging yet rewarding career path for individuals dedicated to excellence in event management. We pride ourselves on delivering exceptional service and creating unforgettable moments for our guests, and this role is central to that mission. Join a team that values creativity, teamwork, and a commitment to delivering world-class hospitality experiences.
Responsibilities:

• Plan and coordinate all aspects of events, from conception to execution.
• Liaise with clients to understand their event needs and objectives.
• Develop event proposals, budgets, and timelines.
• Source and manage vendors, including caterers, decorators, and entertainment.
• Oversee event logistics, including venue setup, staffing, and guest management.
• Conduct site visits and venue inspections.
• Ensure all events are executed smoothly and within budget.
• Address client inquiries and resolve issues promptly and professionally.
• Collaborate with internal departments to ensure seamless service delivery.
• Provide on-site support during events.

Qualifications:

• Bachelor's degree in Hospitality Management, Event Planning, Marketing, or a related field.
• 2+ years of experience in event planning or coordination.
• Proven ability to manage multiple projects simultaneously.
• Strong organizational and time management skills.
• Excellent communication, interpersonal, and customer service skills.
• Experience with event management software is a plus.
• Knowledge of food and beverage services and catering operations.
• Ability to work flexible hours, including evenings and weekends, as needed.
• Creative thinking and problem-solving abilities.

Our client is seeking a highly organized and creative Remote Event Planning Coordinator to join their team. This is a fully remote position, offering the flexibility to manage events from anywhere. You will be responsible for assisting in the planning, coordination, and execution of a variety of events, ensuring seamless experiences for attendees and stakeholders. The ideal candidate is detail-oriented, possesses excellent communication and organizational skills, and has a passion for creating memorable events.

Responsibilities:

• Assist in the planning and execution of various events, including virtual conferences, webinars, workshops, and client appreciation events.
• Coordinate event logistics, such as venue selection (if applicable), vendor management, catering, and audiovisual requirements.
• Develop event timelines, budgets, and project plans.
• Manage event registration processes and attendee communications.
• Create and distribute event marketing materials, including invitations, agendas, and promotional content.
• Liaise with internal teams and external vendors to ensure all event aspects are managed efficiently.
• Provide on-site support during events (if necessary and applicable), often requiring travel.
• Track event expenses and manage budgets effectively.
• Gather feedback post-event and prepare comprehensive reports on event success and areas for improvement.
• Maintain a database of event vendors and suppliers.
• Assist in developing innovative event concepts and strategies.
• Manage and update event-related documentation and records.
• Ensure all event activities comply with company policies and relevant regulations.
• Support the marketing team in promoting events across various channels.
• Troubleshoot any issues that arise during event planning or execution.

Qualifications:

• Associate's or Bachelor's degree in Hospitality Management, Marketing, Communications, or a related field.
• Minimum of 2 years of experience in event planning, coordination, or a related role.
• Proven ability to manage multiple projects and deadlines simultaneously.
• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• Proficiency in event management software and tools.
• Familiarity with virtual event platforms is a plus.
• Creative thinking and a keen eye for detail.
• Ability to work independently and collaboratively in a remote team environment.
• Experience in budgeting and vendor negotiation.
• A proactive approach to problem-solving.
• Must be a self-starter and able to take initiative.
• Flexibility to work varying hours as required by event schedules.

This role is ideal for an individual passionate about hospitality and events, looking for a flexible remote opportunity to contribute to memorable and successful occasions.