Events Coordinator
Posted Updated
Description
About the Role
We’re looking for an Events Coordinator to manage the logistics that make our events run smoothly. You’ll work across a wide range of event types – from weekly research talks and lunch discussions to multi-day workshops and large-scale conferences – supporting multiple events in parallel at different stages of planning and execution.
The role works closely with our operations and convening teams. It’s a great fit for someone early in their career who has hands-on event experience, cares about AI safety, and gets satisfaction from making things run seamlessly. You’ll have the opportunity to build your network, be in the room with top talent in AI safety, and stay close to the latest ideas in AI safety and policy.
This is an in-person, full-time position based onsite on workdays, with some evenings and weekends when we’re hosting events
Responsibilities
- Own end-to-end event logistics for talks, workshops, happy hours, retreats, and other convenings
- Manage room reservations, coordinate space across multiple floors and event types, and flag scheduling conflicts or capacity constraints
- Serve as speaker liaison: send confirmation details, coordinate building access, schedule calendar events, and ensure speakers have what they need
- Coordinate with our in-house chef team on event meals, snacks, and dietary accommodations
- Set up and troubleshoot AV equipment (video conferencing, microphones, livestreaming)
- Send event communications to the community via Slack – announcements, reminders, and follow-ups
- Provide on-site event support, proactively anticipating attendee and speaker needs
- Track attendance, collect post-event feedback, and maintain event records to support future planning
- Track event budgets and process payments
- Support logistics for high-profile events, including conferences for leading safety researchers
- Identify opportunities for improvement in our event workflows
Skills & Experience
- Experience planning and running in-person events for groups in a fast-paced environment (professional, university, or volunteer contexts all count)
- Ability to communicate and work effectively with people across different roles and levels of seniority, with warmth, professionalism, and good interpersonal judgment
- Clear, concise written communication
- Strong attention to detail and ability to manage multiple events at different stages simultaneously
- Comfort with AV equipment and basic technical troubleshooting
- Ability to anticipate logistical challenges, troubleshoot problems independently, and escalate competing priorities or constraints when needed
- Familiarity with AI safety as a field (you don't need to be an expert, but you should understand why this work matters)
- Experience using Slack, Asana, Airtable (preferred)
- Experience finding and working with external venues (preferred)
You might be a good fit for this role if you:
- Think AI might have transformative effects in the coming years, and are driven to help humanity safely navigate periods of intense uncertainty and change
- Are a quick learner, capable of understanding complex technical topics and motivated to learn about a wide array of research agendas across AI safety
- Have a service mindset – you enjoy helping people face-to-face and proactively seek ways to support others without needing recognition
- Are hyper-focused on impact and always asking "is this the most valuable thing I could be doing right now?"
- Communicate clearly and directly, and default to explaining your reasoning so others can follow along and course-correct together
- Can effectively prioritize competing requests, pivot quickly, and deliver on tight timelines
- Care a lot about improving the attendee experience
- Like taking ownership of your work and learning new skills to do it better