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Event Planning Support

Rochester, NY (

Description

Lifespan is a trusted, mission-driven, regional nonprofit dedicated to helping older adults take on the challenges and opportunities of longer life. We are a great place to work where staff can grow personally and professionally in a supportive and inclusive environment.

STATUS: PT 10 hours/week

Hourly Wage: $17.00

SUMMARY

Provides assistance with all Memory Café events and other department events as needed. Services are provided in the 9 county Finger lakes region. Includes assistance with pre-event preparation, event set-up, activities and clean up. Assistance with data tracking and compilation following events. Outreach support for event recruitment.

1. Attend every Together Today Café (approx. 3x/month). Attend other department events as applicable.

• Loading travel vehicle with supplies.

• Unloading at site and set up.

• Assistance at events as needed.

  i. Registration ii. Serving meals iii. Assisting participants

• Cleaning up at end of events and loading travel vehicle.

• Unloading supplies at Lifespan.

1. Follow-up Tasks:

• Enter event survey results.

• Tally event volunteer hours.

• Enter new attendees in Lifespan database.

• Call no-shows and check on them.

1. Preparation Tasks:

• Call (new) registered attendees for events to verify they are coming/answer any logistical questions.

• Print all collateral needed for events.

• Assist Coordinator with planning for the agenda for cafés.

1. Outreach.

• Works with team to arrange and conduct community presentations for visibility of Memory Cafes and other FLCI programs. With the team, assists with recruitment of caregivers and their care partners to attend FLCI events.

• i. Specific focus on caregiver recruitment to people who live in the rural communities in the outlying Finger Lakes counties.

• With team, conducts outreach to community groups, faith communities, and other aligned organizations.

• Assist coordinators with Socal media posts for events as needed.

• Assist with the creation of marketing/flyers folder as needed.

• Maintain contact list and ensure new flyers are distributed to outreach partners.

• Assist team with emails and hard copy mailings as needed.

1. General Operations

• Gather and maintain data and files regarding FLCI Department events.

• Utilizes Peer Place, Excel, Better Impact, other online systems and databases.

• Provides on-going updates and monthly reports.

• Prepares other reports as requested by supervisor.

• Assist Coordinator with online research for food/entertainment/venues for future cafés.

• Backup to coordinator in event of unexpected absence.

1. Other duties as assigned by supervisor.

Requirements

QUALIFICATIONS

Education:Associates’ degree in Human Service or related field or equivalent experience.

Experience:Strong level of computer knowledge and experience. Comfort with online databases, MS Office Suite. Knowledge of and experience working with people who have Alzheimer’s Disease/dementia a plus.

PHYSICAL AND MENTAL REQUIREMENTS

• Ability to lift and carry up to 50 lbs.

• Ability to travel by car. Must have reliable transportation and valid driver’s license.

• Computer skills: MS Office Suite

• Ability to multi-task

• Ability to complete reports utilizing basic math and Excel skills

• Basic knowledge of principles of human services

• Ability to perform work at a desk or at a personal computer station

• Standing, moving, walking during events.

• Excellent verbal, written and communication skills are required

• Interface with all levels of personnel and with staff from other organizations

• Ability to maintain composure under deadlines

• Ability to work inclusively with diverse people and situations

Lifespan offers great benefits including:

Vacation (21 days)

Sick (10 days)

Personal Time (3 Days)

Holidays (11)

Accrued benefits are pro-rated based upon weekly hours

Salary/Hourly Rate

Multiple factors will be considered for salary/hourly determination including, years of relevant service, skills required, education, and internal equity.

Lifespan is an equal opportunity employer and, as such, affirms in policy and practice to recruit, hire, train, and promote, in all job classifications, without regard to race, religion, color, national origin, citizenship, sex, age, veteran status, disability, genetic information, gender identity/expression or any other protected characteristic. Lifespan will not discriminate against persons because of their disability, including disabled veterans, and will make reasonable accommodations for known physical and mental limitations of qualified employees and applicants with disabilities.

Deadline to Apply: Open until Filled

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 $21.90/hourly to $28.10/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 4 weeks ago (8/11/2025 9:48 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 (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 $21.90/hourly to $28.10/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 4 weeks ago (8/11/2025 9:48 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 (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 $21.90/hourly to $28.10/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 4 weeks ago (8/11/2025 9:48 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 (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 $26.30/hourly to $33.70/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

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Default: Location : Location US-NY-New York

Posted Date 3 weeks ago (8/15/2025 9:10 PM)

Requisition ID

Job Category Administrative Support

Position Type Full Time

Event Planning Specialist

CROSSMARK is a well-established sales and marketing services company in the consumer goods sector, dedicated to helping our clients navigate 'The Way to Market' with tailored growth solutions and exceptional service. Our expertise spans various channels including grocery, mass, club, drug, convenience store, and home improvement, enabling us to provide comprehensive support in developing best practices, insightful analysis, and effective customer targeting.

For over a century, CROSSMARK has excelled in key areas such as headquarter selling, retail merchandising, store-level marketing, and optimizing trade practices. With a global workforce of more than 40,000 associates spread across the U.S., Canada, Mexico, Australia, and New Zealand, we remain committed to delivering high-quality services to our clients. Join a company with a rich history that is headquartered in Plano, Texas, and is proud to be privately owned.

Job Overview

CROSSMARK is actively seeking passionate Event Planning Specialists! In this role, you will engage in suggestive selling to boost product sales, provide excellent customer service, and conduct in-store cooking demonstrations.

We offer competitive weekly pay, a 401K plan, and health benefits, including optional vision and dental coverage. If you're interested in learning more about this exciting opportunity, please reach out to us for a discussion!

Qualifications

• Must possess a friendly demeanor, be respectful, and able to follow directions
• Ability to stand for up to six hours
• Food Safety Certification (to be completed after hiring)
• Reliable internet access
• Capability to work independently
• Dependable and responsible work ethic
• Access to reliable transportation
• High school diploma or equivalent (GED)

Additional Information

Why should you consider this position?

• Permanent part-time opportunity, ideal for those seeking supplemental income!
• Flexible shifts primarily on weekends, approximately six hours in length, typically from Thursday to Sunday.
• Comprehensive company-provided training, perfect for entry-level candidates or anyone looking to learn new skills.

• Prioritize requests and align the need with the most appropriate space and level of support and independently address and resolve requests that fall outside of guidelines.
• Build rapport with the internal and external guests to provide a positive experience.
• Provides event requirements to the catering, facility services, AV, and security team to ensure that client requirements are fulfilled.
• Follow through to ensure that the client's requested requirements meet the space availability, and if adjustments are needed, will work directly with the client to achieve the desired results.
• Respond to customer requests appropriately and will follow up on the service requirements; this may include responding by email, phone call, or an in-person meeting.
• Responds to questions, while providing suggestions and ideas, in a timely and professional manner to resolve the matter.
• Uses the event reservation system to book and track events, including managing the room signage system.
• Responsible for the distribution of Banquet Event Orders (BEO) to the client and all support services for the coordination of event details.

• 2+ plus years of administrative support experience with all or most being in the project space/framework.

Grand Hotel, located on historic Mackinac Island, is seeking passionate and dedicated individuals to join our team! As a job applicant, you will have the opportunity to work in a world-renowned, five-star hotel that offers exceptional service and unforgettable experiences to our guests. With positions available in hospitality, guest services, food and beverage, housekeeping, and more, there are abundant opportunities for career growth and advancement. Our hotel boasts timeless elegance, breathtaking views, and a unique island experience, creating a one-of-a-kind work environment. As a member of the Grand Hotel team, you will have the chance to provide impeccable service to our guests, work in a picturesque setting, and be part of a rich heritage that spans over a century. Join us in delivering legendary hospitality and become a valued member of our team at Grand Hotel on Mackinac Island!

We are seeking a creative and detail-oriented Event Planning Manager to join our team! In this role, you will be responsible for coordinating all aspects of events, from initial planning to execution, to ensure our guests have an unforgettable experience. The Event Planning Manager acts as a liaison between the customer and hotel sales team to provide direction and supervision during the execution of meeting and banquet functions or events. You will be available to customers during events to solve problems and suggest alternatives to previous arrangements. You will directly serve group and catering customers proactively, working with the logistics of group room blocks, food and beverage, public meeting space, and billing processes. If you are a natural leader, love a fast-paced environment, and thrive under pressure, we want to hear from you!

1. Bachelor's degree and/or 2+ years of hotel sales experience
2. 1-year food and beverage experience
3. Strong understanding of negotiation and interpretation of contracts
4. Developed business communication skills, both written and verbal
5. Working knowledge of computers and Microsoft Office
6. Present a professional appearance and confidence
7. Ability to communicate effectively with the public and other team members
8. Strong time management skills and ability to work under pressure
9. Experience with major Hospitality Sales CRM systems

Davidson Hospitality Group is an award-winning, full-service hospitality management company overseeing hotels, restaurants, dining, and entertainment venues across the US. A trusted partner and preferred operator for Hilton, Hyatt, Kimpton, Marriott, and Margaritaville, Davidson offers a unique entrepreneurial management style and owners mentality that provides personalized service of a small company, enhanced by the expertise of a larger organization. Davidson's heritage of delivering value is reflected in its comprehensive benefits program, designed to enrich the lives and well-being of our team members and their families, including:

• Multiple tiers of medical coverage
• 24/7 Teledoc service
• Free maintenance medications
• Pet insurance
• Tuition reimbursement
• Paid time off (vacation, sick, bereavement, holidays)
• 401K match

Working at Davidson is more than a job; its a calling. Its part career, part revolution, helping redefine the quality of hospitality delivered to our guests, clients, partners, and each other.

EOE AA - Minorities/Females/Vet/Disability/Gender Identity/Sexual Orientation

Davidson Hospitality is a drug-free workplace. Pre-employment drug tests and background checks are required. We participate in E-Verify.

Description:

Join us for this incredible opportunity to be part of our Events- Event Planning Manager Full-Time at Hyatt Regency Houston-Downtown located in Houston, TX.

The Event Planning Manager's primary focus ispreparing all event documentation and coordinates with sales, property departments and customer to ensure consistent, high level service throughout pre-event, event and post-event phases of property events. This position acts as the liaison betweenmeetingplanners and the hotel staff. Responsibilities include: administering the Sales agreement, detailing allfood,beverage and A/V needs, managing room blocks and pick up, billing instructions and final review.Recognizes opportunities to maximize revenue by up-selling and offering enhancements to creates outstanding events.

Hyatt colleagues work in an environment that demands exceptional performance yet reaps great rewards. Whether it's career opportunities, job enrichment or a supportive work environment, if you are ready for this challenge, then we are ready for you. We are committed to helping colleagues learn and grow in their careers. Our leaders provide on the job training and help colleagues develop skills that are key for personal and professional success.

Hyatt has a very competitive benefit package for colleagues, which may include:

• Complimentary hotel room nights at Hyatt hotels world-wide

• Unlimited colleague and friends & family discounted room rates at Hyatt hotels world-wide

• Bereavement and jury duty pay

• Vacation, sick, and new child leave

• Medical, dental and vision Insurance, discounted prescriptions, life and disability insurance, flexible spending account,

• Retirement Savings Plan option (401K) with employer match

• Employee Stock Purchase Plan

• Complimentary employee meals

• Direct deposit

• Competitive wages

Qualifications:

· A true desire to satisfy the needs of others in a fast paced environment. Refined verbal and written communication skills

· A minimum of2-<3Cspan no-style="color: black;">years of hotel event sales/event planning or comparable experience preferred

· Must be proficient in general computer knowledge

· Candidates should be extremely detail oriented, organized and be able to handle a fast paced environment

· Prefer two years hotel experience or completed Event Management trainee program

· Preferred candidate has completed PSS or equivalent training

Hyatt is an Equal Opportunity Employer - M/F/Veteran/Disability/Sexual Orientation/Gender Identity

Primary Location: US-TX-Houston

Organization: Hyatt Regency Houston Downtown

Pay Basis: Yearly

Job Level: Full-time

Job: Catering/Event Planning

Req ID: HOU

Hyatt is an equal employment opportunity and affirmative action employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, marital status, pregnancy, national origin, ancestry, age, religion, disability, veteran status, genetic information, citizenship status or any other group protected by law.