Events Coordinator

Constellation Institute•Berkeley, CA

2d•Onsite

About The Position

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.

Requirements

Experience planning and running in-person events for groups in a fast-paced environment; professional, university, or volunteer experience counts.
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; expertise is not required, but an understanding of why this work matters is expected.
Service mindset, with enjoyment of helping people face-to-face and proactively supporting others.
Ability to prioritize competing requests, pivot quickly, and deliver on tight timelines.

Nice To Haves

Experience using Slack, Asana, and Airtable.
Experience finding and working with external venues.

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 by sending confirmation details, coordinating building access, scheduling calendar events, and ensuring speakers have what they need.
Coordinate with the 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, including announcements, reminders, and follow-ups.
Provide on-site event support and proactively anticipate 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 to improve event workflows.