Event Planner

About the Role

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.

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.
• 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.
• Establish event budgets and track expenses throughout the planning process.
• Obtain and compare vendor proposals, negotiate pricing and terms, and support contract review.
• 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.
• 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.
• 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.

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.

Work Environment

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.