American Heart Association Events Administrative Coordinator Boston Heart Walk in Waltham, Massachusetts

Events Administrative Coordinator Boston Heart Walk

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Job Description

Are you ready to join an organization where you can make an extraordinary impact every day?

Imagine all Americans enjoying ideal cardiovascular health free of heart disease and stroke. This is satisfying and challenging work that makes a real difference in people's lives. The American Heart Association is where you can make an extraordinary impact.

Join the Founders Affiliate of the American Heart Association (AHA) where we are looking to fill an Event Administrative Coordinator position in our Heart Walk Department. The Coordinator will work in our Waltham, MA office to provide administrative and logistical support for our Boston Heart Walk team.

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, coordinating facility layout and day of event set-up with event company and Directors

  • 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.

  • With Directors, coordinates all printed materials (save the dates, invitations, programs, signs, etc.) in compliance with AHA branding guidelines.

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

  • Coordinates arrangements for meetings and conference calls of staff, volunteer groups, and others including food service, AV needs, and materials as appropriate

  • 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

  • Updates event materials (website, printed)

  • Maintains volunteer lists (such as Board; Executive Leadership team; various committees)

  • Recruit and train volunteers to help execute events day of

  • Maintains and updates special event websites

  • Secures required event permits (raffle, parking, liquor, etc.)

  • Maintains accurate data entry in a timely fashion across multiple systems, and provides reports as requested both internally and externally.

  • Organizes and/or attends meetings pertaining to assigned events such as kickoffs, board meetings; executive committee meetings, logistical meetings; etc.

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.

  1. 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.

  2. Understands the sense of urgency required to support an event

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

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

  5. 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

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

  7. Ability to “lift and/or move 25 pounds with or without reasonable accommodations.

  8. 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.

Job Location

Waltham, Massachusetts, United States

Position Type


Job Category: Administrative/Clerical

EOE Minorities/Females/Protected Veterans/Disabled