Volunteer Events Manager for Asian Professional Conference

Project: Leadership Convention by NAAAP

Organization: NAAAP (National Association of Asian American Professionals)

Location: Philadelphia, Pennsylvania

Work Hours: Flexible

Work Timeframe : ASAP - July 31, 2026

Commitment: Part-time (volunteer)

About Us

We are an Asian American nonprofit professional organization dedicated to uplifting our communities through education, advocacy, cultural celebration, and leadership development. Each year, we host a 500+ attendee convention that brings together professionals, community leaders, artists, entrepreneurs, students, and allies to share stories, build connections, and inspire collective action.

Overview of Role

The Volunteer Events Manager leads the planning and execution of our annual convention gala — our flagship fundraising and community celebration event. You will coordinate logistical, programmatic, and vendor aspects of the gala, working alongside the convention director & programming director, board members, and fellow volunteers to create an evening that honors the AANHPI community and partners.

Key Responsibilities

• Event planning & logistics — Develop and manage the master event timeline, run-of-show, and day-of execution plan for the gala.
• Vendor coordination — Source and manage relationships with venues, caterers, AV teams, photographers, florists, and entertainment vendors.
• Volunteer team leadership — Supervise a small team of event-day volunteers across all gala functions.
• Guest & donor experience — Oversee registration, seating, VIP protocols, and post-event thank-you communications (with the help of convention staff) to ensure a welcoming experience for all attendees.
• Program & cultural content — Collaborate with leadership and community stakeholders (with the help of convention staff) to develop programming that authentically reflects Asian cultural heritage and community achievements.
• Sponsorship support — Assist with sponsor fulfillment in coordination with the sponsorship team including recognition materials, signage, and on-site benefits.
• Post-event reporting — Produce a debrief report with attendance figures, volunteer feedback, and recommendations for future galas.
• Maintain professional and positive relationships with business partners.
• Collaborate with the conference planning team to ensure partnerships are properly promoted.

Qualifications

• Background in event planning
• Strong communication and interpersonal skills.
• Comfortable with potential cold outreach (email, phone, in-person).
• Organized and detail-oriented.
• Professional, courteous, and enthusiastic.
• Familiarity with the Philadelphia business and events planning community is a plus.
• Interest in supporting Asian-American professional development and community initiatives.

Time Commitment

• Approximately 5-10 hours per week (flexible schedule).
• Commitment through July 20, 2026.

Benefits

• Networking opportunities with local business leaders and conference attendees.
• Recognition in conference materials (if desired).
• Hands-on experience in community engagement, partnerships, and event planning.
• Letter of recommendation upon successful completion (if applicable).