The American Heart Association is recruiting for an Event Coordinator to provide administrative and logistical support to the special event fundraising directors and critical fund-raising events in our Rochester, NY market.
Administrative and data management: (30%)
- data entry into event management systems;
- processing invoices and payments;
- preparing correspondence and spreadsheets,
- informational materials and reports;
- supporting fundraising directors in meetings and at events as needed, (meeting minutes, administrative support);
Event Logistics: (70%)
- ability to create, maintain and adjust logistical timelines;
- create and manage volunteer logistic committees;
- work with local agencies, vendors and event site to secure permits and contracts;
- coordinating event materials (invitations, brochures, gift bags);
- preparing attendee list and tracking registration;
- working with vendors and securing in-kind donations;
- acting as primary contact person at event site on event day;
- working with the event director to ensure all event related items are completed in a timely manner.
In this role, you will be based in our Rochester, NY office and will report to the Director Business Operations. You may support 2 or more fundraising directors in the 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 is highly desirable;
- 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;
- above average communication and customer service skills;
- 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.