Event Planner Assistant (volunteer)

We are looking for a highly organized and motivated Event Planner Assistant to work directly with our Executive Director to plan our annual Youth Financial Literacy Expo. This is a hands-on role that is critical to the success of our event, which raises vital funds for our organization.

The ideal candidate is a detail-oriented, proactive individual who can manage multiple tasks simultaneously. This person should be a great communicator who is comfortable reaching out to potential sponsors, vendors, and volunteers, as well as maintaining strong relationships with them. This position offers an excellent opportunity to gain experience in all aspects of event management, from initial concept to post-event wrap-up.

Key Responsibilities

• Sponsorship Outreach: Research and identify potential sponsors. Assist the Executive Director in creating sponsorship packages and materials. Contact and follow up with potential sponsors and maintain a database of all communications.
• Vendor Coordination: Research and communicate with vendors, including caterers, florists, entertainment, and photographers. Help negotiate contracts and manage vendor logistics on the day of the event.
• Volunteer Management: Recruit, train, and schedule event volunteers. Serve as the main point of contact for all volunteer inquiries and ensure they are well-prepared for their roles.
• Administrative Support: Maintain event calendars, track expenses, and manage budgets. Draft and send professional correspondence, including emails, letters, and thank you notes. Organize and maintain all event-related files and documents.
• Day-of-Event Support: Assist with all on-site event setup, registration, and breakdown. Help with any issues that arise and ensure a smooth and successful event.

Qualifications

• Experience: Previous experience in event planning, fundraising, or administrative roles is a plus.
• Skills:
  • Strong organizational and time-management skills.
  • Excellent written and verbal communication skills.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
  • A proactive and positive attitude with the ability to work independently and as part of a team.
  • Experience with event management software or CRM systems is a bonus.
• Availability: Must be able to work flexible hours leading up to the event, including evenings and weekends as needed.