Position Title: Events Planning Coordinator
Position ID: 1023R
Reports to: Chief Executive Officer (CEO)
Location: Remote
FLSA Status: Non-Exempt
Posting Date: 03/04/2026
Type: Regular: Full Time
Closing Date: Until Filled
Salary: $24 – $25 per hour
About the Organization:
At Al-Ayn, we are committed to ensuring that every orphaned child living in poverty has access to the tools and opportunities they need to overcome their difficult experiences. We believe that when a child fulfills their potential, their own future is transformed as well as the future of their families, their community, and society at large. To achieve that, we are led by our core values of transparency, dignity, and empowerment.
Job Summary:
The Event Planning Coordinator is responsible for organizing business, promotional, and community events that advance Al-Ayn USA’s mission and deepen donor engagement. This role leads to the planning and hands-on execution of events from start to finish, managing all logistics, communications, and operational details, from concept development and vendor coordination to on-site management and post-event follow-up, to ensure each event is delivered successfully and reflects Al-Ayn’s mission and brand.
The Event Planning Coordinator collaborates closely with Community Fundraisers, Office Managers, Marketing & Communications, Public Relations, and other internal teams to ensure all events are executed efficiently, aligned with organizational goals, and reflective of Al-Ayn’s brand and values. The role requires strong organizational, communication, and project management skills to ensure that each event delivers a meaningful and seamless experience for attendees while supporting fundraising and outreach objectives
Key Responsibilities:
Event Logistics & Execution
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- Plan and execute events that appeal to the public and raise awareness of Al-Ayn’s work with orphaned children.
- Develop events targeting specific demographics to increase engagement and fundraising outcomes.
- Create events that benefit both the community and the orphaned children, aligning with Al-Ayn’s mission.
- Implement, refine, and recommend improvements to event strategies and processes.
- Coordinate all logistics, including venue sourcing, vendor management, décor, AV, accommodations, and on-site operations.
- Assist with securing contracts, booth reservations, and space requirements for conferences, fundraising dinners, seminars, community events and workshops .
- Attend events to support setup, facilitation, and teardown of booths and event spaces.
Cross-Functional Coordination
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- Collaborate with Community Fundraisers and Office Managers to support state-level events and donor engagement activities.
- Partner with Marketing & Communications to ensure event promotions, visuals, and messaging align with organizational branding and communication standards.
- Coordinate with Finance/Accounting on event budgets, vendor payments, expense reconciliation, and cost tracking.
- Work with internal program teams (Sponsorship, Sadaqa Box, Children’s Programs) to ensure event materials accurately reflect program information and impact.
- Ensure vendors and external partners receive all logistical requirements, including setup, dismantle, and presentation needs, in advance of each event.
Vendor & Project Management
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- Source and manage vendors, venues, and service providers while maintaining cost-effective relationships.
- Assist in securing contracts and managing procurement processes in coordination with leadership.
- Maintain event planning trackers, timelines, documentation, and project plans.
- Ensure vendors and partners receive all logistical instructions, setup requirements, and schedules in advance..
Operations, & Administration Support
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- Manage event outreach, registration processes, attendee communications, materials, and logistical coordination, including day-of event operations.
- Handle operational tasks independently while ensuring alignment with leadership direction and organizational priorities.
- Maintain event trackers, project plans, contracts, and related documentation.
- Identify logistical challenges and recommend practical and creative solutions.
- Demonstrate strong organizational skills and the ability to manage multiple deadlines in a fast-paced environment.
- Assist with special projects, campaigns, and other duties as assigned.
Travel Requirements
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- Frequent national travel, estimated at approximately 50–75%, to support organizational events, conferences, donor engagement activities, and strategic initiatives.
Perform other duties/tasks as assigned.
Qualifications and Skills:
Required
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- Bachelor’s or Associate degree in Marketing, Communications, Event Planning, or a related field; equivalent experience may be considered.
- Minimum 2 years of experience planning, coordinating, and executing events or programs.
- Ability to work effectively in a collaborative, cross-functional environment.
- Excellent written and verbal communication skills with a welcoming, professional, and service-oriented demeanor.
- Strong organizational and time-management skills with the ability to manage multiple priorities and meet tight deadlines.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and related tools.
- Strong attention to detail with solid analytical and problem-solving skills.
- Ability to read, write, and speak English proficiently.
Preferred:
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- Experience working in a nonprofit organization or mission-driven environment.
- Salesforce or CRM experience.
- Ability to read, write, and speak Arabic.
Benefits
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- Fully paid health insurance for employees + partial coverage for dependents
- Optional dental and vision plan at affordable rates
- Employer-provided basic life insurance
- Paid federal holidays, plus three additional religious holidays
- 401k Retirement Plan
- Paid Vacation Leave
- Paid Sick Leave
- Employee Assistance Program (EAP)
- Training and development opportunities to support your growth
Al-Ayn Social Care Foundation USA is an equal opportunity employer.
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