Event Planning Assistant Jobs
Event Planning Assistant jobs are open across corporate, hospitality, nonprofit, and entertainment sectors, from entry-level coordinator roles to senior assistant positions, with specializations in vendor management, logistics coordination, and on-site production. See the openings below and apply to the ones that match your experience.
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Overview
Since our founding in 1924, we've cut cardiovascular disease deaths in half, but there is still so much more to do. To overcome today’s biggest health challenges and accelerate this progress, we need passionate individuals like you. Join our movement, be part of the progress, and help ensure a healthier future for all. You matter, and so does the impact you can make with us.
The American Heart Association has an excellent opportunity for an Event Planning Coordinator. This office-based position in Philadelphia, PA , offers some flexibility to work from home on certain days, as determined by job and business needs. The position primarily supports campaign events in Philadelphia and Southern NJ . It requires regular local travel for events and meetings, as well as occasional out-of-town and overnight travel.
This position supports development team members in their fundraising efforts, primarily through fundraising events. Duties include managing data across various event management systems related to event logistics, business operations, sponsorship, and donations; coordinating event planning with internal and external stakeholders; fundraising event communications, including email marketing, processing payments through the financial system, and collaborating with colleagues and departments on a range of other key tasks that support our mission in the greater Philadelphia market.
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 more than a company culture; it is our way of life. It embodies our commitment to work-life harmonization and is guided by our core values where our employees can thrive both personally and professionally. Discover why you will Be Seen. Be Heard. Be Valued at the American Heart Association by following us on LinkedIn, Instagram, Facebook, X, and at heart.jobs.
Responsibilities
Event Logistics
Whether planning a donor reception, a Heart Walk, or a Gala experience, the Event Planning Coordinator is responsible for helping to plan and implement a variety of events that will appeal to both current and potential donors.
Coordinate logistical aspects of assigned events, ensuring seamless execution from start to finish
Proactively research, secure, and manage vendors for event services, ensuring cost-effective solutions and compliance with Association guidelines. Plan and coordinate event details, including venues, catering, entertainment, AV, and staging, while securing necessary legal approvals
Implement Association risk reduction procedures to ensure the safety and success of each event
Recruit, schedule, and train volunteers to assist with projects and events to ensure a positive experience
Attend events to oversee setup, execution, and teardown, ensuring everything runs smoothly.
Act as a point of contact for vendors, supporters, sponsors, volunteers, and attendees, providing exceptional service and support.
Prepare ADA-compliant digital event communications for save the dates, invitations, event logistics, event programs, and other marketing materials as needed in coordination with Association marketing and communications professionals using Association design templates and branding guidelines.
Possible involvement in virtual event production, including coordinating event content, creating multi-media presentations, and providing technical support for digital experiences.
Event Data Management
The Event Planning Coordinator is responsible for meticulously managing all event-related data, including financial, fundraising metrics, and donation details for assigned campaigns. This role involves handling pivotal guest information, auction item data, and associated revenue/donations.
Manage Event Data: Collect, organize, enter, and maintain comprehensive event data, including guest names, contact information, table assignments, sponsorship/donor benefits, and other key notes relevant to the event.
Auction Item Data: Oversee the collection, management, and entry of auction item data, guaranteeing precise and prompt documentation in accordance with compliance standards.
Donation & Revenue Tracking, Data Quality and Analysis: Manage and monitor donation information, ensuring accurate and timely recording. Correct irregularities as needed.
Generate reports from various systems as needed.
Financial Responsibilities
Help the American Heart Association maintain the trust of our volunteers, donors, and the general public by ensuring adherence to accounting guidelines and processes related to donation and payment processing.
Review Financial Reporting: Collaborate with fundraising teams to review campaign revenue reports, accounts receivable, and accounts payable reports, ensuring accuracy and completeness.
Research customer discrepancies and past-due amounts with the assistance of the Staff Accountant and other team members.
Input requests for payments in the financial system for vendor contracts and invoices.
Monitor and manage event budgets, ensuring cost-effective planning and adherence to financial guidelines.
Adhere to American Heart Association Funds Handling and PCI Procedures for checks, cash, and credit card transactions.
Support Services
The Event Planning Coordinator plays a crucial role in supporting a cohesive, efficient, and productive workplace.
Meeting regularly with directors and volunteers to maintain open lines of communication to ensure objectives are being achieved.
Maintaining a high level of service by responding to customer inquiries both internally and externally in a knowledgeable and timely manner.
Assisting fellow Philadelphia Event Planning Coordinators and the Senior Event Planning Director with additional fundraising events and Business Operations support.
Assisting in the coordination and execution of select leadership and board meetings.
Performing other duties as required to support Directors/Sr. Directors, Vice Presidents, and Senior Vice Presidents.
Assisting in the coordination and execution of leadership and board meetings.
Preparing presentations, correspondence, and documentation in a timely manner, including meeting minutes.
Working independently and within a team on special nonrecurring and ongoing projects.
Qualifications
Want to help get your resume to the top? Take a look at the experience we require:
Must have earned a high school diploma or equivalent.
At least three years of experience in administrative work, project coordination, and/or event management systems with strong attention to detail.
Experience in event planning, organizing, consultation, and event management preferred. Proficient in using web conferencing software (Zoom, Microsoft Teams, etc.).
Demonstrated ability to work on multiple tasks concurrently.
Must have intermediate skills in PowerPoint, Word, and Excel. Advanced knowledge and skill with these programs is preferred. These skills are subject to testing.
Ability to objectively evaluate, make effective decisions, and develop alternative solutions.
Ability to work in a team environment and interact with all levels of American Heart Association staff, volunteers, and the public. This includes the ability and willingness to build and cultivate relationships within and outside the American Heart Association.
Ability to be diplomatic, self-motivated, resourceful, considerate, and tactful.
Willingness to work in an atmosphere requiring flexibility and change. Validated ability to respond quickly to changing ideas, responsibilities, expectations, strategies, and other processes at work.
Knowledge of and skill in report preparation, proofreading, and attention to detail.
Requires access to reliable transportation at all times on an immediate basis.
Ability to transport materials and other supplies to and from meetings and events. Ability to 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.
Must pass a background check and must be at least 18 years old.
Preferred Qualifications, not mandatory to qualify :
Nonprofit experience.
Digital event production experience.
Design skills, preferably in Canva or similar.
Knowledge of email marketing basics, along with strong writing skills.
Experience using Tableau reports.
Proficient in Microsoft SharePoint and Teams.
Experience with vendor negotiation and contract review.
Experience in high-level social/gala event planning and production.
Compensation & Benefits
The expected pay range is $24.90 to $29.00/hour. Pay is commensurate with experience; geographic differentials may apply to the pay range. American Heart Association reserves the right to pay more or less than the posted range.
The American Heart Association invests in its people. Here are the main components of our total rewards package. Visit Rewards & Benefits to see more details.
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 through annual salary planning and incentive programs; eligibility for an incentive program is 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. Heart U 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 Association 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.
This position not a match with your skills? Click here to see other opportunities.
In accordance with local and state laws where applicable, qualified applicants with arrest or conviction records will be considered for employment.
EOE/Protected Veterans/Persons with Disabilities
#AHAIND3, #LI-Onsite
Join our Talent Community!
Join our Talent Community to receive updates on new opportunities and future events.
Software Powered by ICIMS
Default: Location : Location US-PA-Philadelphia
Posted Date 4 days ago (10/30/2026 9:54 AM)
Requisition ID 2026-18430
Job Category Administrative Support
Position Type Full Time
American Heart Association Offers
- Health Benefits
- Medical, Dental, and Vision Plans
- Disability & Insurance
- Well onTarget – Wellness Program
- Holidays & Paid Time Off
- Employee Assistance Programs (EAP)
Overview
Since our founding in 1924, we've cut cardiovascular disease deaths in half, but there is still so much more to do. To overcome today’s biggest health challenges and accelerate this progress, we need passionate individuals like you. Join our movement, be part of the progress, and help ensure a healthier future for all. You matter, and so does the impact you can make with us.
The American Heart Association has an excellent opportunity for an Event Planning Coordinator. This office-based position in Philadelphia, PA , offers some flexibility to work from home on certain days, as determined by job and business needs. The position primarily supports campaign events in Philadelphia and Southern NJ . It requires regular local travel for events and meetings, as well as occasional out-of-town and overnight travel.
This position supports development team members in their fundraising efforts, primarily through fundraising events. Duties include managing data across various event management systems related to event logistics, business operations, sponsorship, and donations; coordinating event planning with internal and external stakeholders; fundraising event communications, including email marketing, processing payments through the financial system, and collaborating with colleagues and departments on a range of other key tasks that support our mission in the greater Philadelphia market.
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 more than a company culture; it is our way of life. It embodies our commitment to work-life harmonization and is guided by our core values where our employees can thrive both personally and professionally. Discover why you will Be Seen. Be Heard. Be Valued at the American Heart Association by following us on LinkedIn, Instagram, Facebook, X, and at heart.jobs.
Responsibilities
Event Logistics
Whether planning a donor reception, a Heart Walk, or a Gala experience, the Event Planning Coordinator is responsible for helping to plan and implement a variety of events that will appeal to both current and potential donors.
Coordinate logistical aspects of assigned events, ensuring seamless execution from start to finish
Proactively research, secure, and manage vendors for event services, ensuring cost-effective solutions and compliance with Association guidelines. Plan and coordinate event details, including venues, catering, entertainment, AV, and staging, while securing necessary legal approvals
Implement Association risk reduction procedures to ensure the safety and success of each event
Recruit, schedule, and train volunteers to assist with projects and events to ensure a positive experience
Attend events to oversee setup, execution, and teardown, ensuring everything runs smoothly.
Act as a point of contact for vendors, supporters, sponsors, volunteers, and attendees, providing exceptional service and support.
Prepare ADA-compliant digital event communications for save the dates, invitations, event logistics, event programs, and other marketing materials as needed in coordination with Association marketing and communications professionals using Association design templates and branding guidelines.
Possible involvement in virtual event production, including coordinating event content, creating multi-media presentations, and providing technical support for digital experiences.
Event Data Management
The Event Planning Coordinator is responsible for meticulously managing all event-related data, including financial, fundraising metrics, and donation details for assigned campaigns. This role involves handling pivotal guest information, auction item data, and associated revenue/donations.
Manage Event Data: Collect, organize, enter, and maintain comprehensive event data, including guest names, contact information, table assignments, sponsorship/donor benefits, and other key notes relevant to the event.
Auction Item Data: Oversee the collection, management, and entry of auction item data, guaranteeing precise and prompt documentation in accordance with compliance standards.
Donation & Revenue Tracking, Data Quality and Analysis: Manage and monitor donation information, ensuring accurate and timely recording. Correct irregularities as needed.
Generate reports from various systems as needed.
Financial Responsibilities
Help the American Heart Association maintain the trust of our volunteers, donors, and the general public by ensuring adherence to accounting guidelines and processes related to donation and payment processing.
Review Financial Reporting: Collaborate with fundraising teams to review campaign revenue reports, accounts receivable, and accounts payable reports, ensuring accuracy and completeness.
Research customer discrepancies and past-due amounts with the assistance of the Staff Accountant and other team members.
Input requests for payments in the financial system for vendor contracts and invoices.
Monitor and manage event budgets, ensuring cost-effective planning and adherence to financial guidelines.
Adhere to American Heart Association Funds Handling and PCI Procedures for checks, cash, and credit card transactions.
Support Services
The Event Planning Coordinator plays a crucial role in supporting a cohesive, efficient, and productive workplace.
Meeting regularly with directors and volunteers to maintain open lines of communication to ensure objectives are being achieved.
Maintaining a high level of service by responding to customer inquiries both internally and externally in a knowledgeable and timely manner.
Assisting fellow Philadelphia Event Planning Coordinators and the Senior Event Planning Director with additional fundraising events and Business Operations support.
Assisting in the coordination and execution of select leadership and board meetings.
Performing other duties as required to support Directors/Sr. Directors, Vice Presidents, and Senior Vice Presidents.
Assisting in the coordination and execution of leadership and board meetings.
Preparing presentations, correspondence, and documentation in a timely manner, including meeting minutes.
Working independently and within a team on special nonrecurring and ongoing projects.
Qualifications
Want to help get your resume to the top? Take a look at the experience we require:
Must have earned a high school diploma or equivalent.
At least three years of experience in administrative work, project coordination, and/or event management systems with strong attention to detail.
Experience in event planning, organizing, consultation, and event management preferred. Proficient in using web conferencing software (Zoom, Microsoft Teams, etc.).
Demonstrated ability to work on multiple tasks concurrently.
Must have intermediate skills in PowerPoint, Word, and Excel. Advanced knowledge and skill with these programs is preferred. These skills are subject to testing.
Ability to objectively evaluate, make effective decisions, and develop alternative solutions.
Ability to work in a team environment and interact with all levels of American Heart Association staff, volunteers, and the public. This includes the ability and willingness to build and cultivate relationships within and outside the American Heart Association.
Ability to be diplomatic, self-motivated, resourceful, considerate, and tactful.
Willingness to work in an atmosphere requiring flexibility and change. Validated ability to respond quickly to changing ideas, responsibilities, expectations, strategies, and other processes at work.
Knowledge of and skill in report preparation, proofreading, and attention to detail.
Requires access to reliable transportation at all times on an immediate basis.
Ability to transport materials and other supplies to and from meetings and events. Ability to 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.
Must pass a background check and must be at least 18 years old.
Preferred Qualifications, not mandatory to qualify :
Nonprofit experience.
Digital event production experience.
Design skills, preferably in Canva or similar.
Knowledge of email marketing basics, along with strong writing skills.
Experience using Tableau reports.
Proficient in Microsoft SharePoint and Teams.
Experience with vendor negotiation and contract review.
Experience in high-level social/gala event planning and production.
Compensation & Benefits
The expected pay range is $24.90 to $29.00/hour. Pay is commensurate with experience; geographic differentials may apply to the pay range. American Heart Association reserves the right to pay more or less than the posted range.
The American Heart Association invests in its people. Here are the main components of our total rewards package. Visit Rewards & Benefits to see more details.
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 through annual salary planning and incentive programs; eligibility for an incentive program is 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. Heart U 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 Association 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.
This position not a match with your skills? Click here to see other opportunities.
In accordance with local and state laws where applicable, qualified applicants with arrest or conviction records will be considered for employment.
EOE/Protected Veterans/Persons with Disabilities
#AHAIND3, #LI-Onsite
Join our Talent Community!
Join our Talent Community to receive updates on new opportunities and future events.
Software Powered by ICIMS
Default: Location : Location US-PA-Philadelphia
Posted Date 4 days ago (10/30/2026 9:54 AM)
Requisition ID 2026-18430
Job Category Administrative Support
Position Type Full Time
American Heart Association Offers
- Health Benefits
- Medical, Dental, and Vision Plans
- Disability & Insurance
- Well onTarget – Wellness Program
- Holidays & Paid Time Off
- Employee Assistance Programs (EAP)
Event Planning Assistant Jobs by Experience Level
See All 19 Event Planning Assistant Jobs
Find roles that match your experience and apply in just a few clicks.
Find Event Planning Assistant JobsEvent Planning Assistant Job Market
Who's Hiring
What Employers Look For
The qualifications that appear most often in event planning assistant jobs.
- One to two years of experience assisting with event coordination or logistics
- Proficiency in event management software such as Cvent, Eventbrite, or similar platforms
- Strong vendor communication and contract tracking skills
- Experience building run-of-show documents and managing event timelines
- Ability to work evenings and weekends during event execution periods
- Associate or bachelor's degree in hospitality, communications, marketing, or a related field
Tips for Your Event Planning Assistant Job Search
Tailor your resume to event types
Corporate event assistants and wedding or social event assistants get screened differently. List the specific event formats you've supported, such as galas, conferences, or trade shows, so hiring managers can immediately see you match their venue and client type.
Highlight vendor coordination experience specifically
Generic 'organizational skills' won't stand out. Name the vendor categories you've managed, whether catering, AV, floral, or transportation, and note how many vendors you coordinated simultaneously on a single event to show real operational depth.
Apply early to roles that fit
Migrate Mate lists event planning assistant openings from across the United States in one place, so you can find roles that match and apply directly to each listing.
Show software fluency beyond spreadsheets
Employers expect proficiency in event management platforms like Cvent or Eventbrite alongside project management tools. Name the specific software you've used for registration, floor plans, or attendee tracking, not just general office software.
Prepare a portfolio of event documentation
Bring run-of-show documents, vendor contact sheets, or post-event reports you've created to interviews. Physical or digital samples of your production work tell hiring managers far more about your capabilities than a resume bullet point alone.
Negotiate start dates around peak event season
Many event teams onboard assistants before Q4 or spring conference season. If you're evaluating offers, ask about the event calendar for your first 90 days so you can set a start date that lets you contribute before the busiest stretch hits.
Event Planning Assistant Jobs: Frequently Asked Questions
Which companies are hiring the most event planning assistants?
Taste Catering, Marriott International, and ANDE are hiring the most event planning assistants right now, with openings concentrated in California, New York, and North Carolina, based on current listings on Migrate Mate as of November 2026. Demand is especially strong at hospitality groups, corporate event agencies, and large nonprofit organizations running annual conferences.
How many event planning assistant jobs are remote?
About 29% of event planning assistant openings are fully remote or hybrid as of November 2026, though fully remote roles are more common in pre-event coordination and administrative functions than in on-site production. Roles tied to venue operations, day-of logistics, and vendor management almost always require in-person presence.
How do you become an event planning assistant?
Start by building hands-on experience through volunteer coordination roles, campus event committees, or internships with event agencies or hospitality venues. Develop fluency in event management software and project scheduling tools. Pursue a certificate in event planning or a degree in hospitality or communications to strengthen your resume for competitive openings.
Can you get hired as an event planning assistant with little experience?
Yes, many entry-level event planning assistant roles accept candidates with volunteer coordination, internship, or part-time hospitality work in place of full professional experience. Emphasize transferable skills like vendor communication, timeline management, and logistics problem-solving. A portfolio showing any event documentation you've produced, even from campus or community events, strengthens your application significantly.
What does the event planning assistant interview process look like?
Most event planning assistant interviews include a phone screen focused on your logistics and vendor experience, followed by an in-person or video interview with the events team lead. Expect scenario questions about handling last-minute vendor cancellations or timeline conflicts. Some employers ask you to walk through a sample run-of-show or describe how you've managed competing event deadlines.
Where can I find and apply to event planning assistant jobs?
You can find and apply to event planning assistant jobs on Migrate Mate, which lists current openings from across the United States. Search for roles that match your experience level and event specialization, then apply directly to each listing that fits.
See All 19 Event Planning Assistant Jobs
Find roles that match your experience and apply in just a few clicks.
Find Event Planning Assistant Jobs