The American Heart Association (AHA) is recruiting to fill an opening for an Event Support Coordinator to provide logistical and administrative support for assigned events in the Metro Boston region.
- Oversee logistics for assigned events including negotiating with and securing vendors, in-kind donations and services, coordinate facility layout and day of event set-up with event Director;
- Attends CEO breakfasts, ELT receptions and bringing all the supplies, decorations, registration lists, etc. as needed by the event Director;
- Works with Directors to help coordinate and manage layout of event sites;
- Serve as a contact person for event site personnel, support personnel, and vendors;
- Attends meetings off site when asked;
- Coordinates arrangements for meetings and conference calls of staff, volunteer groups, and others including food service, AV needs, and materials as appropriate;
- Organizes and/or attends meetings pertaining to assigned events such as kickoffs, board meetings; executive committee meetings, logistical meetings; etc.;
- Secures required event permits (raffle, parking, liquor, etc.);
- Recruit and train volunteers to help execute events day of;
- Responsible for working with volunteers and donors to obtain auction items for the silent and live auction;
- Serve as the staff lead for the auction committee including ongoing interaction and contact with assigned auction committee and volunteers;
- Provides high level of customer service to volunteers and event participants;
- Maintains volunteer lists (such as Board; Executive Leadership team; various committees);
- Enters and maintains data in the appropriate Greater Giving and other data management programs; includes coding and entering donations, sponsorships, auction income, volunteers and other required information to support the event;
- Processes invoices and vendor payments using appropriate budget codes and filing appropriately;
- Prepares correspondence, reports, spreadsheets, informational materials, and presentations using various graphic, database and word processing programs;
- Secures/compiles ads/copy from sponsors, creating, ordering, proofing and picking up signage;
- With oversight from Event Directors, coordinates all printed materials (save the dates, invitations, programs, signs, etc.) in compliance with AHA branding guidelines;
- Works with Directors to create a year-long email campaign through Greater Giving;
- Updates event materials (website, printed);
- Maintains and updates special event websites;
- Helps Director to track and monitor that sponsors receive appropriate recognition on event collateral and materials based on sponsorship benefits/guidelines (“sponsorship fulfillment”).
In this role, you will be based in our Waltham, MA and will report to the Senior Director Social Campaigns. You may support two or more fundraising directors in the Boston market.
If you want to join our team and be a “ Relentless force for a world of longer, healthier lives ”, review the preferred skills and experience we are looking for below: ( Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
- advanced skills in Word, Outlook, Excel and PowerPoint are required;
- strong database management experience;
- experience in administrative support that includes simultaneously supporting multiple directors and/or fundraising events;
- able to work in a fast paced, time sensitive environment;
- able to multi-task and organize a heavy workload with minimal supervision;
- possess excellent problem solving, above average communication and customer service skills;
- convey a positive and professional image;
- ability to compose correspondence in a professional and visually appealing manner;
- must be willing to travel to events and meetings as needed in support of the fundraising initiatives;
- must be willing to work outside of standard hours as needed, including weekends in support of events.
To help you be successful you will have access to our award-winning learning platform the Heart U as well as various other training and support mechanisms locally and through our National Center.
Attracting talented, committed employees means offering a competitive benefits package, ongoing professional development and training, and a diverse and inclusive environment in which to work and grow.And we do.