American Heart Association Event Support Coordinator in Waltham, Massachusetts

Event Support Coordinator

Tracking Code


Job Description

Are you ready to join an organization where you can make an extraordinary impact every day? The American Heart Association is where you can make an extraordinary impact.

The American Heart Association (AHA) has an excellent opportunity for an Event Support Coordinator in the Development Department of our Founders Affiliate in Waltham, MA office. This position provides data and logistical support and coordination for fundraising and volunteer focused events in the Boston region.

Job Duties:

Include, but are not limited to: (a full job description will be provided if you are selected to interview for this position)

  • Manages 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 – move up

  • Attends CEO breakfasts, Executive Leadership Team(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

  • Responsible for working with volunteers and donors to obtain auction items.

  • Serve as the staff lead for volunteer committee(s) which may include auction committee; logistics committee; etc. including ongoing interaction and contact with assigned committee (s) and volunteers

  • Provides high level of customer service to volunteers and event participants

  • Maintains volunteer lists (such as Board; ELT; various committees)

  • Enters and maintains data in the appropriate Greater Giving and other data management programs; includes coding and entering donations, sponsorship's , 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 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

  • At peak times, and with advanced approval- works extended hours, including evenings and weekends. Periodic travel within the area for training and staff meetings may be necessary to achieve objectives

  • Helps Director to track and monitor that sponsors receive appropriate recognition on event collateral and materials based on sponsorship benefits/guidelines (“sponsorship fulfillment”).

Required Experience

Here are some of the preferred skills we are looking for:

To perform this job successfully, an individual must be able to perform each skill satisfactorily. The requirements listed below are representative of the knowledge, skills and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Two years experience in executing events support functions.

  • Comfortable working in a fast-paced, often time sensitive environment, and has the ability to multi-task and organize a heavy workload. Ability to work with minimal supervision.

  • Understands the sense of urgency required to support an event

  • Possesses excellent problem solving skills, comfortable with math and adept at processing numbers appropriately.

  • Above average communication and customer service skills. Ability to convey a positive and professional image.

  • Able to compose correspondence, edit work for spelling and grammar, and present end product in a professional and visually appealing manner using AHA graphic standards, where needed.

  • Advanced skills in all MS Office software applications including Word, Excel, Outlook, Power Point.

  • Ability to lift and carry packages typically up to 25 lbs regularly and 50 to 100 occasionally.

  • Satisfactory background and reference checks upon offer of employment.

Take a look at the experience we require:

Education: Must have earned a high school diploma or GED. College degree or some college a plus.

Experience: Must have at least 2 years of experience in a related role.

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.

So, are you ready to work for the largest voluntary health organization dedicated to fighting heart disease, stroke and other cardiovascular diseases? Click on “New Resume” (or “Existing Resume” if you have previously applied to AHA positions) to submit your online application. Only those candidates deemed most qualified by the hiring manager will be contacted to interview.

Be sure to connect with us to see what it is like to work for the American Heart Association and why so many people #ExploreAHA and stay connected with what we do!

Job Location

Waltham, Massachusetts, United States

Position Type


Job Category: Administrative/Clerical

EOE Minorities/Females/Protected Veterans/Disabled