Event & Grant Compliance Coordinator

Job Title: Event & Grant Compliance Coordinator Department: Administration & Development Reports To: Executive Director Status: Full-Time | Exempt Location: Worth, IL Position Summary Arab American Family Services (AAFS) is seeking a dynamic, detail-oriented Event & Grant Compliance Coordinator to lead the planning and execution of high-impact events and ensure organizational alignment with grant requirements. This dual-role position supports the agency's mission through seamless coordination of agency-wide events and oversight of grant-related compliance, reporting, and support for department supervisors. The ideal candidate is a proactive communicator and multitasker with a passion for community engagement and a strong grasp of compliance frameworks, event planning logistics, and data tracking. This role ensures our agency's public presence and internal operations are cohesive, mission-aligned, and fiscally responsible. Key Responsibilities Event Planning & Coordination (50%) • Plan, coordinate, and execute organizational events from conception through completion. This includes organization gala, special events, project events, program events. • Ensure all events align with budget, mission, and strategic priorities. • Research, negotiate, and secure contracts with vendors (catering, venues, entertainment, technology). • Schedule, coordinate, and communicate with speakers, staff, and volunteers. • Supervise all logistical elements (venue setup, materials, invitations, day-of operations). • Oversee on-site event execution, troubleshoot issues in real-time, and ensure safety protocols. • Conduct post-event evaluations, collect feedback, and prepare success reports. • Maintain a detailed and updated organizational calendar. • Prepare monthly and quarterly event updates for leadership and Board review. • Ensure all multimedia coverage (photos/videos) is coordinated and archived appropriately. Grant Compliance & Program Oversight (50%) • Monitor grant compliance in collaboration with supervisors and managers across departments. • Support the tracking and achievement of grant-specific goals, outcomes, and activities. • Review and maintain all documentation required for compliance and audit readiness. • Assist in preparing audits, monitoring visits, and reporting deadlines. • Maintain organized digital and hardcopy records for each grant-funded project. • Coordinate routine reviews to ensure fidelity to grant terms and regulations. • Collaborate with Legal and Finance teams to ensure timely and accurate fiscal and programmatic reporting. • Provide departments with templates, tools, and guidance to streamline grant tracking and data reporting. • Support data collection, entry, and analysis to monitor success indicators and reporting accuracy. • Strengthen partnerships with local and state funders, agencies, and stakeholders. Qualifications Education & Experience • Bachelor's degree in hospitality management, Nonprofit Management, Public Administration, or related field preferred. • 3+ years of experience in event coordination and/or grant compliance or project management. • Experience in a nonprofit or community-based setting is a strong advantage. Skills & Competencies • Exceptional project coordination and organizational skills. • Strong vendor negotiation and contract management abilities. • High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). • Familiarity with data management systems and compliance tracking tools. • Excellent written and verbal communication skills. • Demonstrated ability to meet deadlines, manage multiple priorities, and work under pressure. • Detail-oriented with strong analytical and problem-solving skills. • Confident in making independent decisions while working within a team environment. • Cultural sensitivity and experience working with diverse communities. Why Join AAFS? At AAFS, we are a passionate team committed to strengthening Arab American families and immigrant communities through culturally responsive, inclusive, and impactful services. This position offers the opportunity to contribute meaningfully to that mission while working in a collaborative, mission-driven workplace

Created: 2026-03-04