Event Planning Director
Company: American Heart Association
Location: Hoboken
Posted on: October 23, 2024
Job Description:
OverviewAs we celebrate our Centennial year, we invite you to
join us in shaping the next century of impact. Be a relentless
force for a world of longer, healthier lives as we remain devoted
to a future of health and hope for everyone, everywhere. At the
American Heart Association, your contribution matters, and so does
your career.The American Heart Association is hiring a dynamic
Event Planning Director in New York City. You will be located in
our beautiful NYC office. This position reports to the Vice
President, Business Operations of the Eastern States (ES) Region.
This key position has a focus on coordinating event logistics with
vendors and staff in NYC to implement magnificent fund-raising
special events in a multi-million-dollar market. Key
responsibilities include heavy contract review and negotiations,
supervising an administrative team, managing risk, compliance with
organizational policies and ensuring the efficiency and
effectiveness of event operations in NYC and other markets as
assigned. Responsible for ensuring that the NYC market has the
training, resources and operational support required to achieve
strategic, fiscal and operational goals.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 our company culture, our way of life,
reflecting our diversity, equity & inclusion, our focus on
work-life harmonization and our Guiding Values. Discover why you
will Be Seen. Be Heard. Be Valued at the American Heart Association
by following us on LinkedIn, Instagram, Facebook, X (formerly
Twitter), and at heart.jobs.ResponsibilitiesEvent SupportThe Event
Planning Director is responsible for helping to plan and implement
a variety of events as needed primarily in NYC. May assist with
other markets in the Eastern States region as needed. Meet with the
local teams to discuss specific requirements of events, challenges
faced in the past and work with Association partners to develop
solutions applicable to the situation.Primary responsibilities
include (but are not limited to):
- Planning event logistics including sourcing vendors and
negotiating contract terms.
- Regular interaction with the Association legal team to assist
with red-lining contract terms and resolving contractual and
insurance risk issues.
- Working with various ES markets to review and consult upon
special event risk assessment plans and ensure all is accurately
documented and maintained in designated places on SharePoint.
- Attending in-person events to help with set up, execution and
tear down.Supervision and TrainingSupervise and train a team of
four administrative staff that handle a variety of responsibilities
including office management, Board of Directors support, event
coordination and execution, event auction execution, event systems
set-up and maintenance, CRM/DMS system input and data analysis, and
event mass email design.Ensure emails are in compliance with
internal branding guidelines, gaming laws and American Disabilities
Act (ADA) for the visually impaired.Financial and Campaign
AptitudeStrong experience with financial and donor management
systems, financial reporting and a tenacity to research and resolve
detailed transactional discrepancies.Understanding that accurate
donor transactions, written commitments, revenue contracts and
timely payments are of the utmost importance and priority and a key
function of this position.Ability to analyze and summarize campaign
data and present to staff in a way that is easy to understand and
actionable for next steps (i.e., sponsors that are up for renewal,
pipeline donor asks that are past due, event or Board leadership
that haven't yet donated etc.)General Position
ExpectationsMaintaining a high level of service by responding to
customer inquiries both internally and externally in a
knowledgeable and timely manner.Attention to detail required for
formatting, spelling, grammar, and punctuation.Performing other
duties as required to support services provided by the Business
Operations department.Preparing presentations, instructions,
correspondence, and documentation in a timely manner.Working
independently and within a team on special nonrecurring and ongoing
projects.QualificationsWant to help get your resume to the top?
Take a look at the experience we require:University/College degree
or equivalent experience, preferred.A minimum of three years of
experience with vendor negotiations and contract review and
revisions.Experience in event planning, organizing, consultation
and event management.Exceptional ability to train, coach and lead
an administrative team with the expectation of being hands-on and
directly involved in day-to-day tasks as needed.Strong written and
oral communication skills. A natural tendency to document written
notes, decisions and next steps in all key meetings and
conversations and share with all that need to know.Ability to work
with assertive and demanding teams.Exceptional skills in
PowerPoint, Word, and Excel (Advanced knowledge and skill with
these programs is preferred and are subject to testing.)Proven
ability to respond quickly to changing ideas, responsibilities,
expectations, strategies and other processes at work.Required
Skills:
- Proficient in using web conferencing software (Zoom, Microsoft
Teams, etc.)
- Technical and problem-solving proficiency.
- Excellent verbal and written communication.
- Training and presentation skills.
- Ability to handle multiple projects simultaneously.
- Ability to objectively evaluate, make effective decisions and
develop alternative solutions.
- Ability to work with cross-functional teams.
- Excellent attention to detail.
- Ability to lift 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.Preferred Skills &
Experience:Design skills, preferably in Canva or similar design
tools.Proficient in Microsoft SharePoint system.Attracting
dedicated, 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.Compensation - Our goal is to ensure you have a
competitive base salary. That's why we regularly review the market
value of jobs and make adjustments, as needed.Performance and
Recognition - You are rewarded for achieving success by merit
increases and incentive programs, based on the type of
position.Benefits - We offer a wide array of benefits including
medical, dental, vision, disability, and life insurance, along with
a robust retirement program that includes an employer match and
automatic contribution. As a mark of our commitment to employee
well-being, we also offer an employee assistance program, employee
wellness program and telemedicine, and medical
consultation.Professional Development - You can join one of our
many Employee Resource Groups (ERG) or be a mentor/mentee in our
professional mentoring program. HeartU is the Association's
national online university, with more than 100,000 resources
designed to meet your needs and busy schedule.Work-Life
Harmonization - The Association offers Paid Time Off (PTO) at a
minimum of 16 days per year for new employees. The number of days
will increase based on seniority level. You will also have a total
of 12 paid holidays off each year, which includes several days off
at the end of the year.Tuition Assistance - We support the career
development of all employees. This program provides financial
assistance to employees who wish to further their education and
career in relation to their current duties and responsibilities, or
for potential future positions in the organization.The American
Heart Association's 2028 Goal: Building on over 100 years of
trusted leadership in cardiovascular and brain health, by 2028 the
AHA will drive breakthroughs and implement proven solutions in
science, policy, and care for healthier people and communities. The
greatest discoveries in health must reach everyone where they
are.At American Heart Association - American Stroke Association,
our mission is to be a relentless force for a world of longer,
healthier lives, regardless of race, ethnicity, gender, gender
identity, religion, age, language, sexual orientation, national
origin and physical or cognitive abilities. We're committed to
ensuring our workforce, workplace culture and mission have a shared
impact across a diverse set of backgrounds.This position not a
match with your skills?EOE/Protected Veterans/Persons with
DisabilitiesPosted Date 4 days ago (9/25/2024 12:40 PM)
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Keywords: American Heart Association, Hackensack , Event Planning Director, Executive , Hoboken, New Jersey
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