Event Planner

Event Planner

Purpose of the Job

The Event Planner is the primary operational executor of all Coptic Orphans events, working under the direction of the Campaign Manager to plan, coordinate, and deliver fundraising and public relations events of all sizes, including galas, fundraising dinners, 5K runs, and community gatherings. This role translates the Campaign Manager's strategic direction into seamless, well-executed events, managing all logistics, vendor relationships, timelines, and on-site operations from inception through post-event evaluation.

Essential Functions and Responsibilities

Event Coordination:

• Execute the day-to-day planning and operational delivery of all events under the direction of the Campaign Manager, managing logistics, scheduling, and cross-functional coordination across events of all sizes.
• Research and identify the best travel and accommodation options for all staff involved in each event, within the approved event budget, and manage detailed itineraries to ensure smooth, timely logistics for all stakeholders.

Budget Tracking:

• Track and monitor all event expenditures, process invoices, and prepare budget reports for the Campaign Manager, ensuring spending remains within approved financial guidelines.

Vendor and Venue Coordination:

• Research, evaluate, and coordinate venues and vendors to ensure all services meet organizational standards and budget parameters, as approved by the Campaign Manager. Manage all vendor communications, contracts, and delivery timelines.

Communications Coordination:

• Coordinate with the Communications team to ensure all event promotional materials, scripts, invitations, and digital content are briefed, produced, and delivered on time in alignment with the event timeline.

On-site Event Support:

• Assist the campaign manager to lead on-site event operations, including setup, registration, volunteer coordination, and real-time troubleshooting, ensuring a seamless and professional experience for all attendees.

Post-event Evaluation:

• Collect and compile event feedback from attendees, vendors, and team members, and prepare a structured post-event report for the Campaign Manager covering outcomes, lessons learned, and recommendations for future events.

Knowledge and Skills

• Bachelor's degree in Communication, English, Public Relations, Business Administration, Marketing, or a related field.
• 1–3 years of professional experience in event planning.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), as well as Outlook, Teams, and SharePoint.
• Ability to understand Arabic is required; reading and writing proficiency is a plus.
• Knowledge of Coptic culture is required.
• Strong organizational and multitasking skills with attention to detail.
• Excellent written and verbal communication skills.
• Ability to work collaboratively in a team environment.
• Creative problem-solving skills, with the ability to handle stress in a fast-paced environment

Travel Requirements and Working Conditions

• Domestic travel may reach up to 30% of the time. Occasional international travel is expected.
• Typical office environment such as walking, sitting, typing, using office equipment, and occasional lifting of boxes or luggage during travel.
• Working out of official hours and on weekends may be required.

Our Benefits

Coptic Orphans offers a wide range of benefits, including comprehensive medical, dental, and vision coverage, life insurance, optional Short-term and Long-term Disability coverage, access to on-site fitness, an employee assistance program, and paid time off. Employees have the option to participate in a company-sponsored 403(b) retirement plan.