Job Description
Job DescriptionPosition Summary
The Event Planner is responsible for the planning, coordination, and execution of all YMCA fundraising and stewardship events throughout the year. This role ensures each event reflects the YMCA’s mission and values, engages our community, and supports annual fundraising goals. This is a part-time position (20–30 hours/week) with some evening and weekend work required.
Essential FunctionsEvent Planning & Execution
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Serve as the lead planner for the YMCA’s annual fundraising and stewardship events, including but not limited to:
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February: Annual Meeting
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March: Women’s Event
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April: Spin-a-Thon
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May: YMCA 5K
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June: Golf Tournament
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September: Rooftop Party
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November: Heritage Dinner
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December: Holiday Event
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Thanksgiving Day Road Race (Required: 6:00 a.m. – 12:00 p.m.)
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Coordinate additional events as needed, including smaller departmental fundraising initiatives across aquatics, camp, childcare, wellness, and membership.
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Manage full event logistics including planning timelines, permits, venue coordination, vendor relationships, supplies, equipment, and staffing needs.
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Collaborate with the Marketing Department to ensure timely and mission-aligned event promotion, branding, and communications.
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Support fundraising efforts by preparing sponsorship and donor materials, tracking commitments, and assisting with sponsor recognition and fulfillment.
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Lead all aspects of day-of-event execution, including setup, volunteer coordination, live event management, and post-event teardown.
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Maintain and reconcile event budgets, track expenses, and complete post-event reporting and analysis.
Qualifications
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Proven experience in event planning and logistics, preferably in a nonprofit or mission-driven environment.
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Strong organizational and project management skills, with attention to detail and ability to meet deadlines.
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Excellent communication and interpersonal skills.
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Ability to lead volunteers and work collaboratively across departments.
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Flexibility to work evenings and weekends as needed.
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Proficient in Microsoft Office and event/project management tools.
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Ability to lift event materials (up to 25 lbs) and manage physical event setups.
Work Environment
This role requires all onsite work, including physical presence at all major events. Hours are flexible but must align with event timelines and organizational needs.