Title:         Events Coordinator
Status:      Regular, full-time
Division:   Fund Development
Location:  Orlando-Tampa-Fort Lauderdale, FL

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 in order to attend and work 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, decorators, and others.
  • 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.
  • Must be able to travel nationally.
  • 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

Islamic Relief USA is committed to taking a zero tolerance approach, which means acting on every allegation in line with agreed procedures. IRUSA representatives must adhere to the organizational values: Sincerity, Excellence, Compassion, Social Justice, and Custodianship. In accordance with these values, IRUSA operates and enforces policies on Child Protection, Preventing Sexual Exploitation and Abuse, Code of Conduct, and Anti-Harassment.