Event Planning Coordinator

About the position The American Heart Association is seeking a dynamic Event Planning Coordinator to support our fundraising campaigns and donor engagement events in the Miami market. This role is ideal for a high-energy, detail-driven event professional who thrives in fast-paced environments and is passionate about creating unforgettable experiences that drive meaningful impact. This hybrid role in Miami offers the opportunity to work on some of our most visible and mission-critical events, engaging with influential community leaders, corporate partners, and high-level donors. You’ll be part of a collaborative team supporting events by providing day-of-event support and logistical expertise to ensure seamless execution. 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

• Lead and support planning for major fundraising events and donor experiences.
• Collaborate with internal teams, vendors and volunteers to manage event logistics, timelines and execution.
• Process payments and monitor financials with accuracy and timeliness.
• Provide on-site support for events across the region, including occasional travel.
• Contribute to a high-performing team culture focused on excellence, innovation and mission impact.
• Plan and execute a variety of mission-driven events and meetings.
• Source and manage vendors, venues, catering, AV and entertainment, ensuring cost-effective solutions and compliance with the Association guidelines.
• Implement risk reduction procedures to ensure safe and successful events.
• Recruit, train, and schedule volunteers to support event execution.
• Serve as the on-site lead for setup, execution, and teardown.
• Act as the primary contact for vendors, sponsors, volunteers, and attendees, delivering exceptional service.
• Create ADA-compliant digital communications (invitations, programs, logistics) in coordination with marketing teams using Association templates and branding.
• Support virtual event production, including multimedia coordination and technical support.
• Maintain accurate and organized event data, including guest lists, sponsorships, seating, and donor benefits.
• Manage auction item data and associated revenue/donations with precision and compliance.
• Track and analyze donation and revenue data, correcting discrepancies and generating reports as needed.
• Collaborate with fundraising teams to review revenue, accounts receivable/payable and ensure financial accuracy.
• Research discrepancies and assist with resolving past-due amounts.
• Process vendor payments and contracts in the financial system.
• Monitor event budgets and ensure cost-effective planning.
• Adhere to the Association’s Funds Handling and PCI procedures for all financial transactions.
• Maintain strong communication with directors and volunteers to ensure alignment on goals.
• Respond to internal and external inquiries with professionalism and timeliness.
• Support leadership with meeting coordination, documentation and special projects.
• Prepare presentations, sponsorship materials, correspondence, and meeting minutes.
• Work independently and collaboratively on recurring and ad hoc initiatives.
• Perform other duties as required.

Requirements

• High school diploma or equivalent.
• Minimum 3 years of experience in event management, project coordination, or administrative support.
• Strong attention to detail and ability to manage multiple tasks simultaneously.
• Proficiency in Outlook, Microsoft Teams, PowerPoint, Word, and Excel (skills subject to testing).
• Strong decision-making and problem-solving abilities.
• Excellent interpersonal skills with the ability to build relationships across all levels.
• Self-motivated, adaptable, and diplomatic.
• Comfortable working in a dynamic, fast-changing environment.
• Skilled in report preparation and proofreading.
• Requires access to reliable transportation at all times on an immediate basis.
• A smartphone is required.
• 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 be at least 18 years old and pass a background check.

Nice-to-haves

• College degree or advanced certificate.
• Experience in nonprofit or mission-driven organizations.
• Design skills (Canva or similar).
• Experience with vendor negotiation and contract review.
• Ability to drive a box truck to and from events across state lines.

Benefits

• medical
• dental
• vision
• disability
• life insurance
• retirement program with employer match and automatic contribution
• employee assistance program
• employee wellness program
• telemedicine
• medical consultation
• Paid Time Off (PTO) at a minimum of 16 days per year
• 12 paid holidays off each year
• Tuition Assistance

Apply To This Job