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Event Planner and Volunteer Coordinator

Waukegan, IL
Part-time ($30/hour)

Position

Youth Conservation Corps (YCC) is seeking an experienced and highly organized Part-Time Event Planner and Volunteer Coordinator to lead the execution of our three annual fundraising events and a series of smaller donor and community engagement gatherings. This position is ideal for an experienced event professional who appreciates part-time flexibility while making a meaningful impact.

 

In addition to managing logistics and planning for events, the Event Planner and Volunteer Coordinator will take the lead in building and stewarding YCC’s volunteer network—ensuring that volunteers involved in fundraising and community events feel welcomed, appreciated, and engaged throughout the year.

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Primary Responsibilities

  • Major Fundraising Events (50%) Lead planning and logistics for:

    • Rockegan (Late Winter): A benefit concert at the Genesee Theatre

    • Annual Golf Outing (Summer): A community favorite with sponsor and donor participation

    • Build Brews Bears (Fall): A casual, high-energy fundraising event with local food and drink 

    • Manage all logistics including venue coordination, contracts, permits, catering, entertainment, rentals, auction, event timelines, and technology.

    • Develop event budgets and track expenses to ensure financial alignment.

    • Coordinate event setup, execution, and breakdown in collaboration with staff and volunteers.

    • Coordinate event sponsorships with local businesses.

    • Execute post-event documentation, such as tax letters, thank you notes, and vendor payments and communications

  • Volunteer Stewardship and Engagement (30%)

    • Recruit, coordinate, and manage volunteers for fundraising and community events.

    • Develop a system to track volunteer participation and preferences.

    • Build and maintain relationships with volunteers—ensuring they feel appreciated and informed.

    • Organize periodic volunteer thank-you touchpoints (e.g., appreciation emails, small gatherings, recognition moments at events).

    • Serve as a point of contact for YCC’s growing volunteer community and identify opportunities for deeper involvement.

  • Smaller Events and Donor Engagement (15%)

    • Plan and manage smaller-scale events throughout the year including:

      • Donor tours

      • Partner receptions

      • Garden celebrations or facility events

      • Mock interview days

      • Corporate partnership engagement events

    •  Ensure events are thoughtfully executed to foster community and donor connections

  • Collaboration & Administration (5%)

    • Collaborate with the other Development team members and Programs team members to support event communications, promotion, and materials.

    • Maintain organized records of vendors, timelines, volunteer roles, and event debriefs.

    • Provide regular updates and post-event recaps to the Director of Strategic Partnerships and Development.

Qualifications

  • At least 3 years of experience planning and managing events, either professionally or through volunteer leadership roles.

  • Demonstrated ability to manage multiple projects with attention to detail and timelines.

  • Strong interpersonal and communication skills; ability to work with donors, sponsors, volunteers, and staff.

  • Familiarity with nonprofit fundraising events, including strong understanding of donor and event management software.

  • Passion for youth development, community engagement, and environmental conservation is a plus.

  • Successful completion of criminal background checks, including but not limited to fingerprinting, National Sex Offender Public Website (NSOPW) and state police background check

Essential Functions

  • Strong organizational skills.

  • Ability to work well under pressure.

  • Excellent interpersonal and communication skills.

  • Understanding of donor data, data management, and event planning technology platforms

  • Ability to manage volunteer board and committee members.

  • Maintain accurate and timely records and assist in preparing professional reports.

  • Strong interpersonal skills with excellent written and verbal communication.

  • Positive, collaborative team player.

  • Flexibility to work evening or weekend hours (for special events).

  • Solid skills in Microsoft Office and ability to learn and utilize other platforms.

Required Skills

  • Ability to read, write and communicate effectively.

  • Ability to research grant opportunities and potential donors.

  • Ability to work cooperatively within a multi-program, multi-grant funded environment.

  • Ability to communicate clearly and professionally, both orally and in writing.

  • Ability to work independently, maintaining strong attention to detail and managing workload to meet goals.

  • Possess a proficiency in Microsoft Office and knowledge of data/donor/event management systems.

  • Spanish language skills a plus.

  • Ability to lift and/or move at least 30 pounds using proper body mechanics.

  • Visual acuity to read a computer screen and other documents.

  • Ability to utilize a telephone and respond to callers.

  • Ability to utilize a video conferencing platform for meetings.

  • Ability to stand for a period of one hour or more during special events

Education

Bachelor’s degree in business, nonprofit management, marketing, integrated communications, or appropriate field.