Resource Employee - Development

Status: Hourly, Non-Exempt | Department: Development | Reports to: Manager, Signature Events & Board Relations | Duration: Resource, scheduled as needed for approximately 3 months

Benefits

• Wellness initiative benefit
• Employee Assistance Program (EAP)
• Retirement plan
• Garden membership – free to employees at Household Plus level
• Discounts to Garden Shop, Café, Garden-sponsored educational classes
• Employee events such as Orchid show, Night of 1,000 Jack-o’-Lanterns, Lightscape employee & friends preview night

Compensation Philosophy

At the Chicago Botanic Garden, our compensation philosophy is rooted in our core values: Growth, Understanding, Resilience, and Trust through Transparency. We are committed to creating a workplace where everyone feels respected, valued, and appreciated. The starting salary for new staff members is determined by considering the salary range assigned to the position and by reviewing the candidate’s qualifications for the job as compared with job responsibilities. Prior work experience should be considered in determining the salary offer, provided that it is relevant to the job. Additional factors such as secondary language proficiency or advanced degrees that enhance performance may also be considered. A candidate’s salary may exceed the minimum amount based on factors such as experience, additional skills (e.g., secondary language proficiency), or pertinent degrees that enhance the individual’s contribution to the role but are not required.

Opportunities for increased compensation are provided through referral bonuses, shift differentials, Thank You Pay, promotions, and periodic pay increases based on the Garden's overall performance and financial budgets. Our total compensation and benefits package is people centric. We prioritize employee wellness across three pillars: physical, mental, and financial. Our goal is to offer innovative total rewards that support continuous professional growth, personal development, and provide the flexibility needed to balance personal and professional commitments.

About the Role

The Resource Employee will provide strategic project management assistance to the Events and Annual Giving team during a period of increased fundraising activity. This position will support event planning, timeline management, cross-functional event deliverables, and donor-facing messaging. The coordinator will help streamline workflows, improve team capacity, and enhance the donor experience, enabling the team to maximize event success and increase fundraising revenue. The position will be supervised by and work in close collaboration with the Manager, Signature Events & Board Relations, but will also work to support the Senior Director, Annual Giving Engagement & Stewardship, and other team members.

Responsibilities

• Coordinate all matters pertinent to the Chicago Botanic Garden’s Signature Events and Annual Fund Events, including event logistics, communications, attendance, fundraising activities, internal meetings, and archive files.
• Coordinate planning and implementation of event Co-chair meetings, Levy Catering team meetings, IT team meetings, Marketing & Communications team meetings, and internal department leadership meetings, including preparing meeting materials and presentation support.
• Produce high-quality documents including correspondence, mail merges, reports, memos, meeting agendas, budget tracking, and spreadsheet presentations.
• Assist with preparation, communication, and printing coordination of event signage, table numbers, place cards, menus, menu scorecards, thank you wrapping materials, tags, and stickers.
• Maintain daily fundraising data for Board of Directors, Woman’s Board, key donor attendees, and first-time attendees.
• Maintain Donor/Host lists, including guest names and ages, as well as host preference for paper or e-tickets; coordinate ticket distribution for event and any additional earned tickets for future public event attendance.
• In conjunction with the Manager, Signature Events & Board Relations, complete programming confirmations, banquet event orders for catering, hostess assignments, EMS location confirmations, speaker confirmations, speaker gifts, and AV support for 2026–2027 Woman’s Board meetings at on-site and off-site locations.
• Complete and submit 2026–2027 Woman’s Board Directory updates to Marketing & Communications, managing printing timelines for delivery at September kick-off Woman’s Board Meeting.
• Assist with quotes, reviewing invoices, credit card payments, and submitting invoices for payment to Garden accounting department.
• Process SharePoint forms and web updates for Signature and Annual Fund event requirements.
• Develop and maintain trusting relationships with department team, Development colleagues, internal department leadership, Garden staff, Woman’s Board members, and Board Directors.

Qualifications

• Bachelor’s degree in a related area or six years of administrative experience.
• Two years of relevant experience, preferably in fundraising or event management.
• Experience managing event logistics; vendor management preferred.
• Excellent interpersonal skills and written and oral communication skills.
• Ability to interface successfully with all levels of Boards, donors, vendors, staff, and volunteers.
• Demonstrated ability to be adaptable, flexible, and handle multiple tasks simultaneously.
• Strong attention to detail and excellent organizational skills.
• Proficient with MS Office products including Word, Excel, PowerPoint, and Outlook, and with web communications and research.
• Demonstrated organizational skills, project coordination experience, and proven problem-solving and decision-making skills.
• Experience providing complex confidential administrative support.
• During all key fundraising events and board meetings, ability to work a flexible schedule, including evenings and weekends.
• Valid driver's license with the ability to operate Garden vehicles, including golf carts, as required for the position.

Physical Demands

• Office setting. Frequent sitting, standing, walking, bending, listening, speaking, and keyboarding.
• Use of office equipment including computers, telephones, copiers, scanners, fax machines, laminators, radio communication, and credit card charge devices.
• With proper training, ability to drive a golf cart to transport event and meeting materials.
• Some requirements for lifting, pushing, and pulling items less than 30 pounds.
• Ability to work in varied weather conditions.
• Exposure to an outside environment on a regular basis (i.e. pollen).