Events Coordinator - Santa, Clara

Islamic Development & Empowerm; Santa Clara (CA); Sur place; USD 42 000 - 78 000; Plein temps

Résumé du poste

Islamic Development & Empowerment in America (IDEA) is seeking an Event Coordinator to plan, coordinate, and execute regional fundraising and community events that advance our mission and funding goals. You will lead the event lifecycle from planning through on-site execution, working with regional staff, volunteers, and partners.

Responsibilities include budgeting, vendor relations, contract negotiations, scheduling, and reporting, with travel as needed.

Qualifications

• Experience in event planning, fundraising, community engagement, or related field.
• Strong organizational and multitasking abilities with attention to detail.
• Excellent written and verbal communication and stakeholder relationship skills.
• Ability to work independently and collaboratively in fast-paced environments.

Responsabilités

• Plan, coordinate, and execute regional fundraising and other events per national strategy and regional priorities.
• Coordinate with the Assistant Director of National Events for QA, consistency, and standards.
• Develop event plans, timelines, budgets, programs, and materials for successful execution.
• Research and coordinate venues, vendors, catering, transportation, lodging within budgets.
• Negotiate contracts with venues, hotels, sponsors, and stakeholders as needed.
• Coordinate speakers, sponsors, host committees, volunteers, and internal teams.
• Oversee on-site operations, setup, registration, guest experience, program flow, and fundraising logistics.
• Coordinate event promotion and communications with regional staff and departments.

Connaissances

Organizational skills

Project management

Time management

Communication skills

Outils

Google Workspace

Salesforce

ClickUp

Classy

Description du poste

The Event Coordinator plans, coordinates, and executes regional fundraising and other events that advance Islamic Development & Empowerment in America’s mission and Fund Development goals. The Event Coordinator serves as the operational lead throughout the event lifecycle, from planning and partner coordination through on-site execution, evaluation, and closeout. The role works closely with regional staff, cross-functional departments, volunteers, and external stakeholders to deliver high-quality, cost-effective events and strengthen IDEA’s presence in the region. The Event Coordinator will ensure regional events are planned and executed in alignment with established IDEA event standards, policies, and procedures, while coordinating closely with the Assistant Director of National Events for guidance, quality assurance, and consistency across organizational events.

Essential Duties and Responsibilities

• Plan, coordinate, and execute regional fundraising and other events in alignment with national strategy and regional priorities.
• Coordinate closely with the Assistant Director of National Events to support quality assurance, consistency, and adherence to organizational event standards.
• Develop event plans, timelines, budgets, programs, and other materials required for successful execution.
• Research, secure, and coordinate venues, vendors, catering, transportation, lodging, and other event services within approved budgets.
• Negotiate contracts with venues, hotels, external sponsors, and other stakeholders as needed.
• Coordinate speakers, sponsors, host committees, volunteers, and internal teams throughout the event-planning process.
• Oversee on-site event operations, including setup and breakdown, registration, guest experience, program flow, speaker support, fundraising logistics, and troubleshooting.
• Coordinate event promotion and communications with regional staff and relevant departments, including event-related social media content and attendee communications.
• Support the Regional team with annual and quarterly event planning, calendars, outreach, and campaign activities.
• Represent IDEA at community events, masjid tablings, fundraising activities, and other engagements as assigned.
• Build relationships with community members, venues, vendors, sponsors, and other partners in coordination with regional team.
• Coordinate with Volunteer Management to secure, prepare, and communicate with volunteers supporting event operations.
• Maintain accurate and timely event information in Salesforce, ClickUp, campaign trackers, regional calendars, and other designated systems.
• Complete post-event follow-up, reporting, surveys, debriefs, and financial documentation.
• Maintain event supplies, equipment, inventory, and regional storage or office spaces in an organized and ready-to-use condition.
• Manage incoming mail, packages, and office supplies in the regional office, if applicable.
• Perform other duties as assigned.

Qualifications and Competencies

• Experience in event planning, fundraising, community engagement, hospitality, or a related field.
• Strong organizational, project-management, time-management, and multitasking skills, with close attention to detail.
• Experience managing event budgets and coordinating vendors, contracts, speakers, volunteers, and event logistics.
• Excellent oral and written communication skills and the ability to build effective relationships with diverse stakeholders.
• Ability to work independently and collaboratively, manage competing priorities, and meet deadlines in a fast-paced environment.
• Strong judgment, adaptability, and problem-solving skills, particularly in live event settings.
• Proficiency in Google Workspace; familiarity with Salesforce, ClickUp, Classy, or similar platforms is preferred.
• This position requires travel as needed to support organizational activities.
• Availability to work evenings, weekends, and extended hours as required by event and campaign schedules.
• Strong community-facing and interpersonal skills and the ability to represent IDEA professionally.
• Commitment to IDEA’s faith-inspired values, mission, vision, and organizational policies.
• Proficiency in a second language is a plus.
• Must be eligible to work in the United States.

At Islamic Development & Empowerment in America (IDEA), we are committed to safeguarding and protecting all individuals we come into contact with through our work. IDEA representatives must adhere to its organizational values: Integrity, Service, Resilience, Social Innovation, and Collaboration. In accordance with these values, IDEA operates and enforces policies on Safeguarding, Code of Ethics, and Anti-Harassment and Discrimination.