Events Coordinator
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 gatherings – supporting multiple events in parallel at different stages of planning and execution. This 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. This is an in-person, full-time position. This role requires being onsite on work days, including some evenings and weekends when we are hosting events.
Requirements
- Experience coordinating administrative tasks for a team
- Ability to be friendly, professional, and engaging with a wide range of people
- Clear, concise written communication
- Strong attention to detail
- High level of proficiency with Google Docs & Sheets
- Comfortable learning new web applications and technologies
Nice To Haves
- Experience managing customer support issues or user requests (preferred, not required)
- 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)
Responsibilities
- Execute event logistics for talks, workshops, happy hours, retreats, and other convenings
- Manage room reservations and coordinate space across multiple floors and event types
- 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, ensuring a smooth experience for attendees and speakers
- Track attendance and collect post-event feedback
- Create cost estimates for events and coordinate with the business operations team on payments
- Own project planning and execution for recurring events (e.g., weekly seminar series, workshops, retreats), with increasing ownership over time
- Support logistics for high-profile events like a conference for leading safety researchers
Benefits
- Healthy lunches and dinners catered by our amazing kitchen team
- Unlimited snacks & drinks
- Generous vacation policy
- 401(k) with employer match
- Employer-paid commuter benefits
- High-quality health, dental, and vision insurance
- Friendly and supportive team
- Regular interaction with AI safety researchers and thought leaders
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
