Event Planner

Yaqeen is a nonprofit on a mission to pioneer Islamic research in creative, cutting-edge formats tailored to meet people where they are. We work to dismantle doubts through well-researched truths, nurture conviction by strengthening belief with practical, spiritual guidance, and inspire contribution by reviving our tradition of faithful changemakers, insha’Allah . We’re seeking like-minded professionals who embody Islamic values including sincerity, excellence, and compassion, and want to make a difference in the faith of people worldwide.

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.

The Event Planner will coordinate closely with internal teams, scholars, speakers, vendors, volunteers, and external partners. The ideal candidate combines strong project management skills with excellent judgment, attention to detail, hospitality, and the ability to remain composed in fast-paced environments.

What you'll do

• 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.
• 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.

• 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…