Event Planning Director, Dallas
US-TX-Irving
Careers (External)
Req #: 17652
Type: Full Time
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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 exciting Event Planning Director position available in our Dallas regional office. The Director of Events is responsible for preparing all event documentation and execution while coordinating with AHA development, property/venue departments, and donors/volunteers to ensure consistent, high-level service experience throughout pre-event, event, and post-event phases of property events. Duties will include management of outside vendor relations that require the ability to make final decisions about elements and logistics of all Greater Dallas area events, including venues, walk routes, fence staging, tenting, banner production and distribution, signage production, and/or premium orders. The Director will need to make independent decisions regarding decorations, room and site set-up, and production material orders. Attention to detail and management of the production timeline and schedule for collateral materials in the office, e.g., invitations, brochures, and programs, is critical. This will require the ability to negotiate with outside vendors on pricing, paper, print quality, and quantities to the approved budget for the market. This is an office-based position that offers a hybrid schedule. Our office is located in Irving, TX. 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: * Vendor Management: researches and negotiates to secure the most appropriate and cost-effective relations with outside vendors * To include: obtaining several bids and reviews * Venue Management: researches and negotiates to secure the most appropriate and cost-effective relations with venues * To include receiving approval of F&B minimums, venue fees and misc. expensed related to the venue * Creating a menu within budget * Day-of-Event management: * To include decorations, set up and tear down management and/or execution * Budget Management: tracking direct expenses for FY and EY across all events * Submitting invoices in a timely manner and staying in line on the budget targets * Timeline Management: responsible for overall communication timing and schedules and collateral timelines and deadlines for all events * Volunteer Management: determine amount of volunteer support for each event and create job descriptions, on-site Volunteer management, work with event chairs to achieve their overall look and feel of the event. * Contractor Management: work closely with Heart Walk independent contractors on all specific walk logistics * Position requires periodic travel throughout the designated local markets in the Greater Dallas area Qualifications: * University/College degree or equivalent experience * 3 years of relevant experience in event logistics & event management. * Prior vendor and volunteer management experience a plus. * Knowledge of the principles and practices of complex meeting management. * Excellent verbal and written business communications skills. * Ability to anticipate and satisfy customer needs; to work independently and take initiative; to solve problems creatively and effectively; to meet and interact with all levels of American Heart Association staff and volunteers. * Proficiency in Microsoft Office programs, knowledge of database programs a plus. * Proficiency in design (Canva preferred). * Able to lift at least 20 lbs. from the ground to waist level with or without reasonable accommodations. * Ability to work evenings/weekends, when necessary, with reliable transportation.
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