Events Coordinator (NJ)

Essential Duties and Responsibilities

• Supports in planning and coordinating special events, guest speaker tours, concert tours and fundraising programs.
• Aids 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.
• Captures and 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.
• Aids in planning yearly and quarterly regional plans and keeps detailed timeline of the events.
• Aids 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 paperwork.
• 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.