Job Description

Event Planner

Yaqeen Institute is seeking a highly organized, resourceful, and mission-driven Event Planner to lead the planning and execution of organizational events. This role will oversee events from initial concept through post-event evaluation, ensuring each experience is thoughtfully designed, professionally executed, and aligned with Yaqeen's mission, values, and strategic priorities.

The Event Planner will coordinate closely with internal teams, scholars, speakers, vendors, volunteers, and external partners. The ideal candidate combines strong project management skills with excellent judgment, attention to detail, hospitality, and the ability to remain composed in fast-paced environments.

Event Planning and Execution

• Manage the end-to-end planning and execution of conferences, fundraisers, retreats, community programs, partner events, and other organizational gatherings.
• Plan, coordinate, and execute seasonal events and engagement initiatives, including Ramadan tabling. Secure necessary materials and resources, coordinating staff and volunteers, managing on-site logistics, and ensuring each event is organized, mission-aligned, and effectively engages the intended audience.
• Develop comprehensive event plans, timelines, checklists, run-of-show documents, and contingency plans.
• Coordinate event logistics, including venues, catering, transportation, lodging, registration, audiovisual needs, staging, security, signage, and accessibility.
• Conduct site visits and assess venues based on program needs, attendee experience, budget, safety, and operational feasibility.
• Provide on-site leadership and troubleshoot issues quickly and professionally.
• Oversee post-event closeout, including vendor reconciliation, attendee feedback, debriefs, and recommendations for improvement.

Project and Budget Management

• Establish event budgets and track expenses throughout the planning process.
• Obtain and compare vendor proposals, negotiate pricing and terms, and support contract review.
• Monitor deadlines, dependencies, risks, and deliverables to keep events on schedule and within budget.
• Maintain accurate and organized event records, contracts, invoices, attendee information, and planning documents.
• Develop repeatable systems, templates, and standard operating procedures to strengthen event operations across the organization.

Internal and External Coordination

• Partner with program owners to clarify each event's objectives, audience, format, and measures of success.
• Coordinate across departments, including Marketing, Development, Research, Finance, People and Culture, and Executive Leadership.
• Serve as a primary point of contact for venues, vendors, speakers, guests, partners, and volunteers.
• Work with Finance post events to reconcile pledges, donation amounts and account for all funds collected.
• Work with Marketing to align event branding, registration, promotion, signage, and attendee communications.
• Prepare clear briefings, schedules, and logistical guidance for staff, speakers, and participants.
• Ensure roles, responsibilities, and escalation procedures are clearly communicated to all stakeholders.

Attendee and Guest Experience

• Create a welcoming, organized, and thoughtful experience that reflects Yaqeen's values and commitment to excellence.
• Anticipate and coordinate accommodations related to accessibility, dietary needs, childcare, travel, and other approved attendee requirements.
• Support the hospitality and logistical needs of scholars, speakers, board members, donors, partners, and special guests.
• Ensure event environments are culturally appropriate and consistent with Yaqeen's Islamic identity.

Risk Management and Compliance

• Identify potential operational, financial, reputational, and safety risks and develop appropriate contingency plans.
• Ensure events comply with organizational policies, venue requirements, insurance standards, and applicable regulations.
• Protect confidential attendee, employee, donor, and organizational information.
• Coordinate emergency procedures and incident response plans when necessary.

Qualifications

• Alignment with Yaqeen Institute's mission and respect for its Islamic values and organizational culture.
• Bachelor's degree in event management, hospitality, business administration, communications, nonprofit management, or a related field preferred.
• At least three years of experience planning and executing professional events; nonprofit, conference, or community event experience is preferred.
• Demonstrated experience managing multiple events, timelines, vendors, and budgets simultaneously.
• Strong project management, organization, and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to anticipate operational needs.
• Ability to work collaboratively across departments and with individuals at all levels of an organization.
• Sound judgment, discretion, professionalism, and composure under pressure.
• Proficiency with Google Workspace, Slack, Clickup and event registration, project management, or collaboration platforms.
• Availability to travel and work occasional evenings and weekends based on event schedules.

Preferred Qualifications

• Experience planning large conferences, fundraising events, organizational retreats, or multi-day programs.
• Experience coordinating domestic or international travel and accommodations.
• Experience working with scholars, executives, donors, board members, community members, or high-profile guests.
• Familiarity with nonprofit organizations and Muslim community programming.
• Experience developing event procedures, templates, and operational systems.
• Existing relationships with venues, vendors, or event service providers.

Yaqeen Institute embraces a philosophy that values and promotes diversity. Our goal is to attract, develop, retain, and advance a talented and diverse workforce within a culture where all employees are empowered to reach their fullest potential.

Please note that all career opportunities at Yaqeen Institute are subject to a three-month probationary period, during which we assess performance, alignment with our values, and mutual fit to ensure long-term success in the role.

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