Hybrid Events & Fundraising Coordinator

American Heart Association; Newark (DE); Hybrid; USD 34,000 - 40,000; Full time

Job summary

The American Heart Association is hiring an Event Planning Coordinator in Newark, Delaware, with some remote work flexibility. The role supports campaign events in Delaware and Harrisburg, PA, and requires regular local travel for events and meetings, plus occasional out-of-town travel.

The position supports the development team’s fundraising efforts, handles event data, manages vendors, processes payments, and collaborates across departments to further the mission.

Qualifications

• Must have earned a high school diploma or equivalent.
• At least three years of experience in administrative work, project coordination, and/or event management systems with strong attention to detail.
• Experience in event planning, organizing, consultation, and event management preferred. Proficient in using web conferencing software (Zoom, Microsoft Teams, etc.).

Responsibilities

• 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.

Skills

Administrative experience

Event coordination

Attention to detail

PowerPoint

Excel

Zoom

Microsoft Teams

Education

High school diploma or equivalent

Tools

Zoom

Microsoft Teams

Job description

The American Heart Association is hiring an Event Planning Coordinator in Newark, Delaware, with some remote work flexibility. The role supports campaign events in Delaware and Harrisburg, PA, and requires regular local travel for events and meetings, plus occasional out-of-town travel.

The position supports the development team’s fundraising efforts, handles event data, manages vendors, processes payments, and collaborates across departments to further the mission.