Events Coordinator

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. This is an in-person, full-time position based onsite on workdays, with some evenings and weekends when we’re hosting events.

Key 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

Requirements & Tech Stack

• 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
• Experience using Slack, Asana, Airtable (preferred)
• Experience finding and working with external venues (preferred)

Qualifications

• 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 – 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