Hindu American Foundation
Events Coordinator
Hindu American Foundation, Philadelphia, Pennsylvania, United States, 19110
Company Background/Culture:
The Hindu American Foundation (HAF) is a non-profit advocacy organization for the Hindu American community. Founded in 2003, HAF's work impacts a range of issues - from the portrayal of Hinduism in K-12 textbooks to civil and human rights to addressing contemporary problems by applying Hindu philosophy.
The Foundation educates the public about Hinduism, speaks out about issues affecting Hindus worldwide, and builds bridges with institutions and individuals whose work aligns with HAF's objectives. HAF's three areas of focus are education, policy, and community empowerment. Through its education and advocacy efforts, HAF promotes dignity, mutual respect, and pluralism to ensure the well-being of Hindus and for all people and the planet to thrive.
Position Summary:
The Events Coordinator is a key member of the Events team and plays a critical role in the planning and execution of HAF's in-person and virtual programming. This position supports all aspects of event operations-including administrative coordination, stakeholder communication, vendor management, and inventory oversight-while also taking ownership of virtual events. The Events Associate works closely with the Director of Events and liaises with other departments to ensure seamless delivery of high-impact experiences that support HAF's mission.
Essential Duties:
The successful incumbent will be able to perform the following duties with or without reasonable accommodations:
Event Planning & Execution
* Support the planning, logistics, and execution of in-person and virtual events including fundraisers, galas, and webinars.
* Manage components of larger events such as venue logistics, vendor research, and contracting.
* Take ownership of smaller virtual events, including setup, communication, and basic troubleshooting
* Set up Zoom webinars and coordinate technical run-throughs with panelists and staff.
* Track RSVPs and monitor engagement metrics using event platforms.
* Coordinate with vendors, venues, and internal stakeholders to confirm deliverables and timelines.
Administrative & Project Management
* Maintain an up-to-date master event calendar and assist with scheduling meetings across teams (GCal).
* Keep project management software (Asana) updated with key deadlines, assignments, and event documentation.
* Create and organize event documents using standardized templates.
* Submit and record event-related expenses and assist with post-event reconciliation.
Platform & Systems Oversight
* Serve as the lead user of our event management platform, managing ticketing, registrations, donor communication, and reporting related to events.
* Support the use of Salesforce and other integrated platforms as needed.
* Liaise with development and communications teams to ensure alignment on event pages, messaging, and supporter outreach.
Inventory & Supply Management
* Fully own and maintain the event inventory system, including packing, shipping, replenishment, and storage logistics at HAF's office in Philadelphia.
* Manage physical supplies and materials for regional and national events.
Onsite Event Support
* Travel to select live events to provide operations support including setup, registration, vendor coordination, and attendee experience.
Skills & Qualifications:
* 1-2 years of event planning or coordination experience
* Strong organizational and time-management skills
* Ability to manage multiple projects and deadlines simultaneously
* Clear and professional communication skills
* Comfort interacting with external vendors and internal teams
* Familiarity with platforms such as Classy, Zoom, Salesforce, and Asana is a plus
* Willingness to travel and work flexible hours for live events
* Passion for mission-driven work and creating impactful experiences
Required Education and Experience:
* Undergraduate degree in hospitality, liberal arts, marketing, business, or communications.
* One to two years of relevant experience in event execution.
* Success working and communicating across multi-generational diasporic community members.
* Proven ability to communicate effectively in various modes, including written, verbal, and electronic platforms.
* Record of successful collaboration with internal and external stakeholders.
* Technical fluency with productivity and database applications including, but not limited to Google Workspace, and online collaboration tools (e.g., Zoom, Slack, Asana).
* Technical fluency with customer relationship management software, specifically Salesforce, and event management software.
* Experience working with Salesforce, Classy Event and Canva (or similar design software).
* Proven organizational skills
Work Environment and Physical Requirements:
To perform the essential duties of this role, incumbents must be able to perform the following activities with or without accommodations:
* Comply with established COVID-19 vaccination requirements, as determined by individual organizations and local, state, and federal guidelines.
* Sit or stand for prolonged periods.
* Operate computer, including viewing a computer monitor, for extended periods.
* Drive a vehicle, whether owned or rented.
* Travel periodically by air or train.
The Hindu American Foundation (HAF) is a non-profit advocacy organization for the Hindu American community. Founded in 2003, HAF's work impacts a range of issues - from the portrayal of Hinduism in K-12 textbooks to civil and human rights to addressing contemporary problems by applying Hindu philosophy.
The Foundation educates the public about Hinduism, speaks out about issues affecting Hindus worldwide, and builds bridges with institutions and individuals whose work aligns with HAF's objectives. HAF's three areas of focus are education, policy, and community empowerment. Through its education and advocacy efforts, HAF promotes dignity, mutual respect, and pluralism to ensure the well-being of Hindus and for all people and the planet to thrive.
Position Summary:
The Events Coordinator is a key member of the Events team and plays a critical role in the planning and execution of HAF's in-person and virtual programming. This position supports all aspects of event operations-including administrative coordination, stakeholder communication, vendor management, and inventory oversight-while also taking ownership of virtual events. The Events Associate works closely with the Director of Events and liaises with other departments to ensure seamless delivery of high-impact experiences that support HAF's mission.
Essential Duties:
The successful incumbent will be able to perform the following duties with or without reasonable accommodations:
Event Planning & Execution
* Support the planning, logistics, and execution of in-person and virtual events including fundraisers, galas, and webinars.
* Manage components of larger events such as venue logistics, vendor research, and contracting.
* Take ownership of smaller virtual events, including setup, communication, and basic troubleshooting
* Set up Zoom webinars and coordinate technical run-throughs with panelists and staff.
* Track RSVPs and monitor engagement metrics using event platforms.
* Coordinate with vendors, venues, and internal stakeholders to confirm deliverables and timelines.
Administrative & Project Management
* Maintain an up-to-date master event calendar and assist with scheduling meetings across teams (GCal).
* Keep project management software (Asana) updated with key deadlines, assignments, and event documentation.
* Create and organize event documents using standardized templates.
* Submit and record event-related expenses and assist with post-event reconciliation.
Platform & Systems Oversight
* Serve as the lead user of our event management platform, managing ticketing, registrations, donor communication, and reporting related to events.
* Support the use of Salesforce and other integrated platforms as needed.
* Liaise with development and communications teams to ensure alignment on event pages, messaging, and supporter outreach.
Inventory & Supply Management
* Fully own and maintain the event inventory system, including packing, shipping, replenishment, and storage logistics at HAF's office in Philadelphia.
* Manage physical supplies and materials for regional and national events.
Onsite Event Support
* Travel to select live events to provide operations support including setup, registration, vendor coordination, and attendee experience.
Skills & Qualifications:
* 1-2 years of event planning or coordination experience
* Strong organizational and time-management skills
* Ability to manage multiple projects and deadlines simultaneously
* Clear and professional communication skills
* Comfort interacting with external vendors and internal teams
* Familiarity with platforms such as Classy, Zoom, Salesforce, and Asana is a plus
* Willingness to travel and work flexible hours for live events
* Passion for mission-driven work and creating impactful experiences
Required Education and Experience:
* Undergraduate degree in hospitality, liberal arts, marketing, business, or communications.
* One to two years of relevant experience in event execution.
* Success working and communicating across multi-generational diasporic community members.
* Proven ability to communicate effectively in various modes, including written, verbal, and electronic platforms.
* Record of successful collaboration with internal and external stakeholders.
* Technical fluency with productivity and database applications including, but not limited to Google Workspace, and online collaboration tools (e.g., Zoom, Slack, Asana).
* Technical fluency with customer relationship management software, specifically Salesforce, and event management software.
* Experience working with Salesforce, Classy Event and Canva (or similar design software).
* Proven organizational skills
Work Environment and Physical Requirements:
To perform the essential duties of this role, incumbents must be able to perform the following activities with or without accommodations:
* Comply with established COVID-19 vaccination requirements, as determined by individual organizations and local, state, and federal guidelines.
* Sit or stand for prolonged periods.
* Operate computer, including viewing a computer monitor, for extended periods.
* Drive a vehicle, whether owned or rented.
* Travel periodically by air or train.