Due to a recent staff promotion, the Founders Affiliate of the American Heart Association is looking to fill an Event Logistics Coordinator position to support our Boston based events .
This position will provide event logistical support to American Heart Association and Third-Party events in support of our critical fund-raising events. This is an hourly rate position and staff work a 37.5 hour work week, benefits are available.
Event Logistics:
- organize and support calls and meetings with event companies,
- coordinate all event related logistics including:
- event materials (invitations, brochures, tribute journals, gift bags);
- preparing attendee list and tracking registration;
- working with vendors;
- obtaining required permits;
- securing in-kind items
- acquiring all required approvals from AHA legal;
- attending assigned events to help with set-up and tear down;
- acting as contact person at event site on event day;
- working to ensure sponsorship obligations are met by uploading and tracking agreements and sending welcome packets;
- inventory and tracking supplies to ensure materials are available and on hand in time for scheduled events;
- sending our acknowledgements;
- working with the event director to ensure all event related items are completed in a timely manner.
- completing and serving as the event lead for contacts and invoices pertaining to event vendors
- supporting and serving as a backup for donation entry and website maintenance
In this role, you will be based in our Waltham, MA office and report to our Event Director. You will support the Boston Heart Walk, CycleNation, Lawyers have Heart and any third-party events assigned.
If this sounds like you, review the preferred skills we are looking for below: (Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
- be able to work in a fast paced, time sensitive environment;
- be able to multi-task and organize a heavy workload with minimal supervision;
- possess excellent problem solving, communication and customer service skills;
- convey a positive and professional image.
- excellent written and verbal skills;
- above average communication and customer service skills;
- ability to compose correspondence in a professional and visually appealing manner;
- advanced skills in Word, Outlook, Excel and PowerPoint are required;
- database experience is highly preferred.
- must be willing to travel to events and meetings as needed in support of the fundraising directors, (may include some work outside of standard hours including weekends, early mornings or evenings).
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.
- Education: Related experience may be substituted as follows: 1 ½ years experience equates to 1 full time year of higher education.
- Experience: Experience in supporting logistical aspects of events, supporting multiple directors and/or supporting fundraising events is highly desirable. This experience may also count towards satisfying this position’s educational requirement.
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.