Events Coordinator - Santa, Clara - Islamic Relief USA

Title:             Events Coordinator 

Status:          Regular, full-time

Location:      CA

Division:       Fund Development

Essential Duties and Responsibilities:

• Supports in planning and coordinating special events, guest speaker tours, concert tours and fundraising programs.
• Assists in creating, organizing and implementing community fundraising programs.
• Helps identify prospective event sponsors.
• Negotiates contracts with facilities and hotels and manages the budget for all events.
• Facilitates services for events, such as accommodation and transportation for participants, catering, signage, displays, etc.
• Coordinates schedules for speakers, performers to ensure a smooth flow of the event.
• Represents Islamic Relief USA at local functions.
• Assists in planning yearly and quarterly regional plans and Keeps detailed timeline of the events
• Assists in planning and attending fundraising and sponsored community events.
• Sorts and distributes incoming mail and fax.
• Records and reports minutes during quarterly meetings.
• Manages official records, including financial records.
• Manages incoming donations and completes paper work.
• Schedules office meetings and follows-up.  
• Punctually prepares and submits office reimbursement forms as needed.
• Ensures that expenses and invoices are paid in an accurate and timely manner. 
• Plans and leads meetings with staff and volunteers.
• Extends and maintains communication with volunteers.
• Serves on task forces and committees related to volunteerism.
• Must be able to independently travel within region and nationally to attend events as needed.
• Recruits volunteers for local and national events.  
• Follows up with potential volunteer emails and phone calls.
• Be on-site to oversee the setup and ensure that the event runs according to schedule
• Be a point of contact for both clients and vendors.
• Event coordinators must be quick thinkers and problem solvers. If issues or unforeseen challenges arise during the event, they need to address them promptly to keep things on track.
• Be a liaison with various vendors such as catering services, audiovisual technicians and decorators.  
• Negotiates contracts, coordinate services, and ensure that all vendors are aligned with the event's requirements.
• Plans and coordinate logistical details, including transportation, accommodations, itineraries, permits or licenses.

• Conducts a post-event evaluation to assess the success of the event, gather feedback, and identify areas for improvement.
• Works independently and with the larger teams.
• Perform other duties as assigned.

Qualifications and Competencies: 

• Bachelor’s degree required.
• Strong organizational and time management skills and strong people skills
• Excellent oral and written communications skills.
• Strong attention to detail: excellent time-management, networking and multitasking skills.
• Work independently and in a team and possess strong time management skills 
• Experience in formulating and managing multiple event budgets. 
• Ability to work in a fast-paced and demanding environment.
• Proficient in MS Office Suite.
• Strong sense of ownership over projects and tasks, and able to identify new opportunities.
• The candidate must show the commitment to IRUSA’s faith inspired values and principles as well as a commitment to the vision and mission of the organization.
• Proficiency in a second language is a plus.
• Be flexible and adaptable to changes with quick adjustments
• Be able to travel to various cities for events and conferences
• Must be eligible to work in the United States.
• Highly organized, detail-oriented, and possess strong communication and interpersonal skills
• Be able to work under tight deadlines and in fast-paced environments

At Islamic Relief USA we are committed to safeguarding and protecting all individuals we come into contact with through our work. IRUSA representatives must adhere to its organizational values: Sincerity, Excellence, Compassion, Social Justice, and Custodianship. In accordance with these values, IRUSA operates and enforces policies on Safeguarding, Code of Ethics, and Anti-Harassment and Discrimination.