Events Coordinator - Santa, Clara

IDEA•Santa Clara, CA

About The Position

The Event Coordinator plans, coordinates, and executes regional fundraising and other events that advance Islamic Development & Empowerment in America’s mission and Fund Development goals. The role serves as the operational lead throughout the event lifecycle, from planning and partner coordination through on-site execution, evaluation, and closeout. It works closely with regional staff, cross-functional departments, volunteers, and external stakeholders to deliver high-quality, cost-effective events and strengthen IDEA’s presence in the region. The coordinator ensures events align with IDEA’s established standards, policies, and procedures, coordinating with the Assistant Director of National Events for guidance, quality assurance, and consistency.

Requirements

Bachelor’s degree required.
Experience in event planning, fundraising, community engagement, hospitality, or a related field.
Strong organizational, project-management, time-management, and multitasking skills, with close attention to detail.
Experience managing event budgets and coordinating vendors, contracts, speakers, volunteers, and event logistics.
Excellent oral and written communication skills and ability to build effective relationships with diverse stakeholders.
Ability to work independently and collaboratively, manage competing priorities, and meet deadlines in a fast-paced environment.
Strong judgment, adaptability, and problem-solving skills, particularly in live event settings.
Availability to work evenings, weekends, and extended hours as required by event and campaign schedules.
Strong community-facing and interpersonal skills and ability to represent IDEA professionally.
Commitment to IDEA’s faith-inspired values, mission, vision, and organizational policies.
Must be eligible to work in the United States.

Nice To Haves

Proficiency in Google Workspace.
Familiarity with Salesforce, ClickUp, Classy, or similar platforms.
Proficiency in a second language.

Responsibilities

Plan, coordinate, and execute regional fundraising and other events in alignment with national strategy and regional priorities.
Coordinate with the Assistant Director of National Events to support quality assurance, consistency, and adherence to organizational event standards.
Develop event plans, timelines, budgets, programs, and other materials needed for successful execution.
Research, secure, and coordinate venues, vendors, catering, transportation, lodging, and other event services within approved budgets.
Negotiate contracts with venues, hotels, external sponsors, and other stakeholders as needed.
Coordinate speakers, sponsors, host committees, volunteers, and internal teams throughout event planning.
Oversee on-site operations, including setup and breakdown, registration, guest experience, program flow, speaker support, fundraising logistics, and troubleshooting.
Coordinate event promotion and communications with regional staff and relevant departments, including social media content and attendee communications.
Support the Regional team with annual and quarterly event planning, calendars, outreach, and campaign activities.
Represent IDEA at community events, masjid tablings, fundraising activities, and other assigned engagements.
Build relationships with community members, venues, vendors, sponsors, and other partners in coordination with the regional team.
Coordinate with Volunteer Management to secure, prepare, and communicate with event volunteers.
Maintain timely and accurate event information in Salesforce, ClickUp, campaign trackers, regional calendars, and other designated systems.
Complete post-event follow-up, reporting, surveys, debriefs, and financial documentation.
Maintain event supplies, equipment, inventory, and regional storage or office spaces in an organized, ready-to-use condition.
Manage incoming mail, packages, and office supplies in the regional office, if applicable.
Perform other duties as assigned.