WayUp
American Heart Association, Event Planning Coordinator-TEMPORARY - Application v
WayUp, New York, New York, us, 10261
American Heart Association – Temporary Event Planning Coordinator
Location: New York, NY (NYC office). Periodic local travel up to 20 % may be required.
Overview Since our founding in 1924, the American Heart Association has cut cardiovascular disease deaths in half. We need passionate individuals like you to accelerate progress. As a Temporary Event Planning Coordinator (through June 30 2026) you will support campaign events in New York City, advancing our mission through event logistics, data management, financial oversight, and volunteer coordination.
Responsibilities
Coordinate logistical aspects of assigned events, ensuring seamless execution from start to finish.
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 (save‑the‑dates, invitations, logistics, programs) in coordination with Association marketing and communications professionals using design templates and branding guidelines.
Provide possible involvement in virtual event production, including coordinating event content, creating multi‑media presentations, and providing technical support for digital experiences.
Collect, organize, enter, and maintain comprehensive event data, including guest names, contact information, table assignments, sponsorship/donor benefits, and other key notes.
Oversee the collection, management, and entry of auction item data, guaranteeing precise and prompt documentation in accordance with compliance standards.
Manage and monitor donation information, ensuring accurate and timely recording; correct irregularities as needed.
Generate reports from various systems as needed.
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 assistance of 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.
Meet regularly with directors and volunteers to maintain open lines of communication and ensure objectives are being achieved.
Respond to customer inquiries both internally and externally in a knowledgeable and timely manner.
Perform other duties as required to support Directors, Senior Directors, Vice Presidents, and Senior Vice Presidents.
Assist in the coordination and execution of leadership and board meetings.
Prepare presentations, correspondence, and documentation, including meeting minutes, in a timely manner.
Work independently and within a team on special non‑recurring and ongoing projects.
Qualifications
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.
Intermediate skills in PowerPoint, Word, and Excel (advanced preferred; skills may be tested).
Ability to objectively evaluate, make effective decisions, and develop alternative solutions.
Ability to work in a team environment and interact with all levels of Association staff, volunteers, and the public.
Diplomatic, self‑motivated, resourceful, considerate, and tactful.
Willingness to work in an environment that requires flexibility and change; validated ability to respond quickly to changing ideas, responsibilities, and strategies.
Attention to detail and strong proofreading skills.
Access to reliable transportation at all times; ability to transport materials and move large objects when required.
Must pass a background check and be at least 18 years old.
Preferred: Nonprofit experience; digital event production; design skills (Canva or similar); email marketing basics; Tableau reports; Microsoft SharePoint and Teams; vendor negotiation and contract review.
Compensation & Benefits Hourly pay: $28.10 to $30.00 per hour, commensurate with experience; geographic differentials may apply.
As a temporary employee, this position is not eligible for benefits.
Professional development: Opportunities to join Employee Resource Groups, participate in mentoring programs, and access Heart U, the national online university offering over 100,000 resources.
Equal Opportunity Employer: EOE/Protected Veterans/Persons with Disabilities. #AHAIND3, #AHAWAYUP.
#J-18808-Ljbffr
Overview Since our founding in 1924, the American Heart Association has cut cardiovascular disease deaths in half. We need passionate individuals like you to accelerate progress. As a Temporary Event Planning Coordinator (through June 30 2026) you will support campaign events in New York City, advancing our mission through event logistics, data management, financial oversight, and volunteer coordination.
Responsibilities
Coordinate logistical aspects of assigned events, ensuring seamless execution from start to finish.
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 (save‑the‑dates, invitations, logistics, programs) in coordination with Association marketing and communications professionals using design templates and branding guidelines.
Provide possible involvement in virtual event production, including coordinating event content, creating multi‑media presentations, and providing technical support for digital experiences.
Collect, organize, enter, and maintain comprehensive event data, including guest names, contact information, table assignments, sponsorship/donor benefits, and other key notes.
Oversee the collection, management, and entry of auction item data, guaranteeing precise and prompt documentation in accordance with compliance standards.
Manage and monitor donation information, ensuring accurate and timely recording; correct irregularities as needed.
Generate reports from various systems as needed.
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 assistance of 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.
Meet regularly with directors and volunteers to maintain open lines of communication and ensure objectives are being achieved.
Respond to customer inquiries both internally and externally in a knowledgeable and timely manner.
Perform other duties as required to support Directors, Senior Directors, Vice Presidents, and Senior Vice Presidents.
Assist in the coordination and execution of leadership and board meetings.
Prepare presentations, correspondence, and documentation, including meeting minutes, in a timely manner.
Work independently and within a team on special non‑recurring and ongoing projects.
Qualifications
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.
Intermediate skills in PowerPoint, Word, and Excel (advanced preferred; skills may be tested).
Ability to objectively evaluate, make effective decisions, and develop alternative solutions.
Ability to work in a team environment and interact with all levels of Association staff, volunteers, and the public.
Diplomatic, self‑motivated, resourceful, considerate, and tactful.
Willingness to work in an environment that requires flexibility and change; validated ability to respond quickly to changing ideas, responsibilities, and strategies.
Attention to detail and strong proofreading skills.
Access to reliable transportation at all times; ability to transport materials and move large objects when required.
Must pass a background check and be at least 18 years old.
Preferred: Nonprofit experience; digital event production; design skills (Canva or similar); email marketing basics; Tableau reports; Microsoft SharePoint and Teams; vendor negotiation and contract review.
Compensation & Benefits Hourly pay: $28.10 to $30.00 per hour, commensurate with experience; geographic differentials may apply.
As a temporary employee, this position is not eligible for benefits.
Professional development: Opportunities to join Employee Resource Groups, participate in mentoring programs, and access Heart U, the national online university offering over 100,000 resources.
Equal Opportunity Employer: EOE/Protected Veterans/Persons with Disabilities. #AHAIND3, #AHAWAYUP.
#J-18808-Ljbffr