4 Stage Management jobs in New York

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

#LI-Onsite

Join our Talent Community!

Join our Talent Community to receive updates on new opportunities and future events.

Default: Location : Location US-NY-New York

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

Requisition ID

Job Category Administrative Support

Position Type Full Time

Event Planning Manager at The Luxury Collection Hotel Manhattan Midtown

Essential Job Function and Purpose

The Event Planning Manager is responsible for overseeing the planning and organization of all aspects of events and groups at the hotel. This role involves establishing and maintaining relationships with clients to ensure their satisfaction, handling consultations and negotiations, and providing tailored services throughout the planning phase. An ideal event planning manager for a hotel should be passionate, creative, detail-oriented, and dedicated to client service.

Primary Responsibilities

• Responsible for preparing all event documentation and coordinates with Sales, property departments, and customers to ensure consistent, high-level service throughout pre-event, event, and post-event phases of property events. An ideal event planning manager for a hotel should be passionate, creative, detail-oriented, and dedicated to client service.
• Ensures their property events have a seamless turnover from sales to service back to sales.
• Recognizes opportunities to maximize revenue opportunities by up-selling and offering. enhancements to create outstanding events.
• Managing Event Logistics, Operations, and Event Billing.
• Ensuring MCR Sales Standard Operating Procedures are followed and completed accurately.
• Greets customers during the event phase and hands-off to the Event Operations team for the execution of details.
• Ensures billing accuracy and conducts bill reviews with the clients prior to processing the final bill.
• Manages group room blocks and meeting space for average to large-sized assigned groups.
• Identifies operational challenges associated with assigned groups and determines how to best work with the property staff and customer to solve these challenges and/or develop alternative solutions.
• Uses their judgment to integrate current trends in event management and event design.
• Acts as liaison between field salesperson and customer throughout the event process (pre-event, event, post-event).
• Participates in customer site inspections and assists with the sales process as necessary.
• Performs other duties as assigned to meet business needs.
• Ensuring and Providing Exceptional Customer Service.
• Delivers excellent customer service throughout the customer experience and encourages the same from other employees.
• Coordinates and communicates event details both verbally and in writing to the customer and property operations.
• Responds to and handles guest problems and complaints.
• Assists in the sales process and revenue forecasting for customer groups
• Up-sells products and services throughout the event process
• Forecasts group sleeping rooms and event revenue (including catering and audio visual).

Qualifications

• High school diploma or GED; 2 years of experience in catering sales, event sales, and planning, or related professional area
• 2 years of hotel management experience preferred
• Strong computer skills and familiarity with industry-specific systems, such as CI/TY, along with proficiency in Microsoft Office and Google Apps
• Excellent time management, organizational and problem-solving skills
• Strong communication skills and customer service experience
• An aptitude for self-motivation
• A can-do attitude and a hands-on approach to client management
• A flexible schedule that allows you to be available days, nights, holidays and weekends based on the demands of the hotel and clients

Our Company

• MCR is the 3rd-largest hotel owner-operator in the United States.
• Founded in 2006, our company has offices in New York City, Dallas, Chicago, and Richmond, Virginia.
• MCR has a $5.0 billion portfolio of 148 premium-branded hotels containing more than 22,000 guestrooms across 37 states and 106 cities .
• MCR has more than 7,000 team members across the country and operates hotels under 9 Marriott brands, 8 Hilton brands and a number of unflagged independent hotels.
• MCR was named one of Fast Company's 10 Most Innovative Travel Companies of 2020 .
• MCR is a three-time recipient of the Marriott Partnership Circle Award , the highest honor Marriott presents to its owner and franchise partners, and a recipient of the Hilton Legacy Award for Top Performer .
• For the TWA Hotel at New York's JFK Airport, MCR won the Development of the Year (Full Service) Award at The Americas Lodging Investment Summit (ALIS) , the Urban Land Institute New York Excellence in Hotel Development Award and the American Institute of Architects national Architecture Award, the highest honor given by the AIA

What we offer/What's in it for you?

• Hotel Discounts
• Weekly Pay
• Paid Time Off
• Retirement Options
• Referral bonuses
• Career advancement & upward mobility
• Health, Dental, Vision Insurance- available after 30 days of employment for full-time team members

**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
#LI-Onsite
**Join our Talent Community!**
Join our Talent Community to receive updates on new opportunities and future events.
**Default: Location : Location** _US-NY-New York_
**Posted Date** _3 weeks ago_ _(8/15/2025 9:10 PM)_
**_Requisition ID_** _ _
**_Job Category_** _Administrative Support_
**_Position Type_** _Full Time_