American Heart Association
Event Planning Coordinator-TEMPORARY
American Heart Association, New York, New York, us, 10261
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.
We have an opportunity for a
Temporary Event Planning Coordinator
(through June 30, 2026) located in our NYC office, supporting campaign events in New York City. The role requires periodic local travel. This position supports development team members in their fundraising efforts.
Responsibilities Event Logistics
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 point of contact for vendors, supporters, sponsors, volunteers, and attendees, providing exceptional service and support.
Prepare ADA‑compliant digital event communications for save‑the‑date announcements, invitations, event logistics, and programs in coordination with marketing and communications professionals using Association design templates and branding guidelines.
Possible involvement in virtual event production, including coordinating event content, creating multimedia presentations, and providing technical support for digital experiences.
Event Data Management
Collect, organize, enter, and maintain comprehensive event data, including guest names, contact information, table assignments, sponsor/donor benefits, and related notes.
Oversee auction item data, ensuring precise and prompt documentation in accordance with compliance standards.
Track donation information, ensuring accurate and timely recording; correct irregularities as needed.
Generate reports from event systems as required.
Financial Responsibilities
Collaborate with fundraising teams to review campaign revenue, 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 payment requests in the financial system for vendor contracts and invoices.
Monitor and manage event budgets, ensuring cost‑effective planning and adherence to financial guidelines.
Adhere to American Heart Association Funds Handling and PCI Procedures for checks, cash, and credit card transactions.
Support Services
Meet regularly with directors and volunteers to maintain open lines of communication.
Respond to customer inquiries both internally and externally in a knowledgeable and timely manner.
Perform other duties as required to support Directors, Sr. Directors, Vice Presidents, and Senior Vice Presidents.
Assist in coordinating and executing leadership and board meetings.
Prepare presentations, correspondence, and documentation in a timely manner, including meeting minutes.
Work independently and within a team on special nonrecurring and ongoing projects.
Qualifications
High school diploma or equivalent.
Minimum three years of administrative work, project coordination, and/or event management experience with strong attention to detail.
Experience in event planning, organizing, consultation, and event management preferred; proficiency in web‑conferencing software (Zoom, Microsoft Teams, etc.).
Demonstrated ability to work on multiple tasks concurrently.
Intermediate skills in PowerPoint, Word, and Excel (advanced preferred).
Ability to evaluate, make effective decisions, and develop alternative solutions.
Strong teamwork and interaction skills with all levels of staff, volunteers, and the public.
Diplomatic, self‑motivated, resourceful, considerate, and tactful.
Willingness to work in a flexible, changing environment; ability to respond quickly to changing responsibilities and strategies.
Experience in report preparation, proofreading, and attention to detail.
Valid reliable transportation at all times on an immediate basis; ability to move large objects when required.
Must pass a background check and be at least 18 years old.
Preferred Qualifications (not mandatory)
Nonprofit experience.
Digital event production experience.
Design skills, preferably in Canva or similar.
Knowledge of email marketing basics.
Experience with Tableau reports.
Proficiency in Microsoft SharePoint and Teams.
Vendor negotiation and contract review experience.
Ability to travel locally up to 20% of the time.
Compensation & Benefits The expected pay range is $28.10 to $30.00 per hour. Pay is commensurate with experience; geographic differentials may apply. As a temporary employee, this position is not eligible for benefits. The American Heart Association offers professional development opportunities through Heart U and employee resource groups.
Location US‑NY‑New York City (NY‑NY)
Posted Date 4 days ago
Requisition ID 2025‑16680
Job Category Administrative Support
Position Type Full Time
EOE/Protected Veterans/Persons with Disabilities
In accordance with local and state laws where applicable, qualified applicants with arrest or conviction records will be considered for employment.
#J-18808-Ljbffr
We have an opportunity for a
Temporary Event Planning Coordinator
(through June 30, 2026) located in our NYC office, supporting campaign events in New York City. The role requires periodic local travel. This position supports development team members in their fundraising efforts.
Responsibilities Event Logistics
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 point of contact for vendors, supporters, sponsors, volunteers, and attendees, providing exceptional service and support.
Prepare ADA‑compliant digital event communications for save‑the‑date announcements, invitations, event logistics, and programs in coordination with marketing and communications professionals using Association design templates and branding guidelines.
Possible involvement in virtual event production, including coordinating event content, creating multimedia presentations, and providing technical support for digital experiences.
Event Data Management
Collect, organize, enter, and maintain comprehensive event data, including guest names, contact information, table assignments, sponsor/donor benefits, and related notes.
Oversee auction item data, ensuring precise and prompt documentation in accordance with compliance standards.
Track donation information, ensuring accurate and timely recording; correct irregularities as needed.
Generate reports from event systems as required.
Financial Responsibilities
Collaborate with fundraising teams to review campaign revenue, 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 payment requests in the financial system for vendor contracts and invoices.
Monitor and manage event budgets, ensuring cost‑effective planning and adherence to financial guidelines.
Adhere to American Heart Association Funds Handling and PCI Procedures for checks, cash, and credit card transactions.
Support Services
Meet regularly with directors and volunteers to maintain open lines of communication.
Respond to customer inquiries both internally and externally in a knowledgeable and timely manner.
Perform other duties as required to support Directors, Sr. Directors, Vice Presidents, and Senior Vice Presidents.
Assist in coordinating and executing leadership and board meetings.
Prepare presentations, correspondence, and documentation in a timely manner, including meeting minutes.
Work independently and within a team on special nonrecurring and ongoing projects.
Qualifications
High school diploma or equivalent.
Minimum three years of administrative work, project coordination, and/or event management experience with strong attention to detail.
Experience in event planning, organizing, consultation, and event management preferred; proficiency in web‑conferencing software (Zoom, Microsoft Teams, etc.).
Demonstrated ability to work on multiple tasks concurrently.
Intermediate skills in PowerPoint, Word, and Excel (advanced preferred).
Ability to evaluate, make effective decisions, and develop alternative solutions.
Strong teamwork and interaction skills with all levels of staff, volunteers, and the public.
Diplomatic, self‑motivated, resourceful, considerate, and tactful.
Willingness to work in a flexible, changing environment; ability to respond quickly to changing responsibilities and strategies.
Experience in report preparation, proofreading, and attention to detail.
Valid reliable transportation at all times on an immediate basis; ability to move large objects when required.
Must pass a background check and be at least 18 years old.
Preferred Qualifications (not mandatory)
Nonprofit experience.
Digital event production experience.
Design skills, preferably in Canva or similar.
Knowledge of email marketing basics.
Experience with Tableau reports.
Proficiency in Microsoft SharePoint and Teams.
Vendor negotiation and contract review experience.
Ability to travel locally up to 20% of the time.
Compensation & Benefits The expected pay range is $28.10 to $30.00 per hour. Pay is commensurate with experience; geographic differentials may apply. As a temporary employee, this position is not eligible for benefits. The American Heart Association offers professional development opportunities through Heart U and employee resource groups.
Location US‑NY‑New York City (NY‑NY)
Posted Date 4 days ago
Requisition ID 2025‑16680
Job Category Administrative Support
Position Type Full Time
EOE/Protected Veterans/Persons with Disabilities
In accordance with local and state laws where applicable, qualified applicants with arrest or conviction records will be considered for employment.
#J-18808-Ljbffr