Event Planning Associate Jobs in Wisconsin (NOW HIRING)

This position supports the work of the Y, a leading nonprofit, charitable organization committed to strengthening community through youth development, healthy living, and social responsibility. The Family Engagement & Events Associate supports the YMCA's efforts to create meaningful, welcoming, and engaging experiences for children, families, members, and the broader community. Working closely with the Executive Director of Family Engagement & Events, this position assists with the planning and execution of YMCA family and community events, supports Family Pathways and member engagement initiatives, represents the YMCA at community events, and provides on-site leadership for YMCA birthday party experiences. The ideal candidate is highly organized, energetic, service-oriented, and passionate about creating experiences that help families feel connected to the YMCA.

OUR CULTURE:

Our mission and core values are brought to life by our culture. At our Y, we strive to live our mission of loving our neighbor and helping each individual reach their full potential intentionally every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

ESSENTIAL FUNCTIONS:

• Support planning, preparation, setup, execution, and breakdown of Birthday Parties, Family Fun Fridays, community outreach events, and other major YMCA events as assigned by the Executive Director.
• Serve as an on-site YMCA representative to help ensure a welcoming and family-centered experience.
• Coordinate event supplies, equipment, space, signage, activity materials, and other logistical as needed.
• Assist with event communications, registration/check-in, attendance tracking, and follow-up.
• Work cross-functionally with other departments to coordinate use of shared space and staffing needs.
• Follow and enforce YMCA safety and risk management best practices including established policies, procedures, and guidelines to ensure a safe and welcoming environment.
• Ensure that all required paperwork and waivers are completed/received prior to facility access/usage.
• Resolve routine member/guest concerns and escalate issues to the appropriate leader when needed.
• Help create a consistent, high-quality birthday party experience that encourages families to remain engaged with the YMCA through membership and paid programs.
• Build positive relationships with members and help families navigate their YMCA experience.
• Identify opportunities to increase participation, engagement, and retention through family-focused experiences.
• Represent the YMCA at community events, festivals, school events, and other outreach opportunities.
• Assist with community engagement activities designed to increase YMCA visibility and strengthen community relationships.
• Support large-scale YMCA initiatives such as Healthy Kids Day, family events, open houses, and seasonal celebrations.

WORK SCHEDULE:

• Schedule is based on business and operational needs as determined by the ED of Family Engagement & Events and the VP of Member Experience.
• Must be available on Saturdays for birthday parties/community events. Requires flexible availability throughout the week including evenings, weekends, and holidays as needed.

• High school diploma required.
• Experience in customer service, membership services, event planning or administrative support is preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong interpersonal and problem-solving skills.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

• Must be able to routinely perform the following physical activities; climb stairs, bend, stoop, kneel, twist, reach with hands, sit, stand and/or sit for extended periods of time, walk, lift and/or move up to 30 pounds, have finger dexterity, grasp, perform repetitive motions, talk, hear and have visual acuity to perform detailed tasks.
• Must possess a high-level ability to ensure and maintain confidentiality when working with sensitive information.
• Must have ability to communicate effectively; both orally and in writing
• Must possess problem solving, organizational and task management skills; ability to make independent and sound decisions in a rapidly changing environment
• Must be detail oriented and exhibit a high degree of accuracy and alertness
• Must exhibit initiative in the absence of supervision
• Must be able to relate to and work with diverse groups of people in a friendly and consistent manner
• Must work collaboratively as a team member as well as independently and lead by assigned goals, duties and deadlines
• Must possess ability to exercise high levels of discretion and confidentiality
• Maintain a neat and professional appearance at all times.