Events Specialist
About the role
We're looking for an Events Specialist to help own and scale our events programming. You'll manage logistics across a wide range of event types — from weekly research talks and intimate lunch discussions to multi-day workshops and large-scale convenings — while also building the systems and processes that keep everything running smoothly.
This role works closely with our Operations and Programs teams. You'll serve as the primary point of contact for speakers and external partners, and take meaningful ownership over the attendee experience for some of the world's top AI safety researchers. It's a great fit for someone with 2–5 years of hands-on event experience who's ready to move beyond pure execution and start shaping how events are run.
This role also requires being onsite some evenings and weekends when we are hosting events.
Key responsibilities
- Own end-to-end logistics for talks, workshops, happy hours, retreats, and other convenings across multiple simultaneous planning tracks
- Own project planning and execution for recurring event series (e.g., weekly seminars, workshops, retreats), with full accountability for quality and consistency
- Manage room reservations and coordinate space across multiple floors and event types
- Serve as primary speaker liaison: manage confirmations, coordinate building access, calendar scheduling, and day-of support
- Coordinate with our in-house chef team on event meals, snacks, and dietary accommodations
- Set up and troubleshoot AV equipment, including video conferencing, microphones, and livestreaming
- Send event communications to the community via Slack: announcements, reminders, and follow-ups
- Support logistics for high-profile events, including conferences for leading AI safety researchers
- Track attendance and collect and synthesize post-event feedback to inform ongoing improvements
- Develop and maintain event planning templates and documentation that scale across a high volume of concurrent events
- Identify and drive process improvements across the events function
- Manage relationships with external vendors and partners
- Create cost estimates and coordinate with the business operations team on budgets and payments
Skills & experience
- Demonstrated experience owning event planning and coordination, ideally at a fast-paced or high-volume organization
- Ability to manage multiple concurrent events at different stages of planning
- Strong project management instincts: tracks milestones, hits deadlines, and closes loops
- Experience building or improving processes and systems, not just executing them
- Clear, concise written and verbal communication
- Strong ability to set and maintain expectations with internal teams and external partners
- High level of proficiency with Google Docs & Sheets; comfortable learning new tools and platforms
- Experience maintaining a physical workspace (preferred, not required).
- Experience planning in-person events for groups (preferred, not required).
- Experience using Slack, Asana, and CRM tools (preferred, not required).
You might be a good fit 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.
- You are a quick learner, capable of understanding complex technical topics and motivated to learn about a wide array of research agendas across AI safety.
- You have a service mindset i.e. you enjoy helping people face-to-face and proactively seek ways to support others without needing recognition.
- You are hyper-focused on impact and always asking "is this the most valuable thing I could be doing right now?".
- You communicate clearly and directly, and default to explaining your reasoning so others can follow along and course-correct together.
- You can effectively prioritize competing requests, pivot quickly, and deliver on tight timelines.
- You care a lot about improving the attendee experience.
- You like taking ownership of your work and learning new skills to do it better.