This role will lead the planning and execution of events for a non-profit institute, from initial concept to post-event evaluation. The Event Planner will ensure each experience is thoughtfully designed, professionally executed, and aligned with the institute’s mission, values, and strategic priorities. The position involves coordinating closely with internal teams, scholars, speakers, vendors, volunteers, and external partners.
Responsibilities
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
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
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
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
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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
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
Requirements
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
Nice to have:
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
Important Details
Schedule: Evenings/weekends
Contract: Subject to a three-month probationary period
About the Company
Yaqeen Institute is a nonprofit on a mission to pioneer Islamic research in creative, cutting-edge formats tailored to meet people where they are. They work to dismantle doubts through well-researched truths, nurture conviction by strengthening belief with practical, spiritual guidance, and inspire contribution by reviving a tradition of faithful changemakers. The institute values and promotes diversity, seeking to attract, develop, retain, and advance a talented and diverse workforce.
