Application Guide
How to Apply for Events Associate
at Institute for AI Policy and Strategy
🏢 About Institute for AI Policy and Strategy
The Institute for AI Policy and Strategy (IAPS) is a unique nonprofit focused specifically on reducing risks from frontier AI systems through policy research. Unlike general AI organizations, IAPS operates at the intersection of cutting-edge technology and high-stakes policy, offering the chance to contribute directly to shaping responsible AI governance. Working here means being part of a mission-driven team that convenes senior policymakers and AI experts to address some of society's most pressing technological challenges.
About This Role
As an Events Associate at IAPS, you'll be the logistical backbone for critical programs like the AI Policy Fellowship and Alexandria Forum, directly enabling dialogue between policymakers and AI experts. This role is impactful because well-executed events are essential for translating IAPS's research into real-world policy influence. You'll manage everything from hotel contracts for 30+ fellows to intimate policy roundtables, ensuring smooth operations that support the institute's mission.
💡 A Day in the Life
A typical day might involve coordinating with hotels in Washington D.C. for upcoming fellowship kickoff weeks while simultaneously finalizing catering contracts for the Alexandria Forum. You could be managing RSVPs for an intimate policy roundtable while troubleshooting travel arrangements for international fellows, all while maintaining clear communication with senior staff about event timelines and budgets. The role balances long-term planning for major annual events with immediate logistics for smaller convenings and team retreats.
🚀 Application Tools
🎯 Who Institute for AI Policy and Strategy Is Looking For
- Has 1+ years of experience independently managing end-to-end logistics for events of 30-100+ attendees, with specific examples of handling hotel contracts, catering, and travel arrangements
- Demonstrates exceptional attention to detail through past experience managing complex event timelines and vendor relationships simultaneously
- Possesses professional communication skills suitable for interacting with senior policymakers, fellows, and external partners in a policy-focused environment
- Shows proven ability to problem-solve logistical challenges for events with multiple moving parts, particularly for remote teams and D.C.-based gatherings
📝 Tips for Applying to Institute for AI Policy and Strategy
Quantify your event management experience specifically for 30-100+ attendee events - mention exact event sizes, budgets managed, and vendor types you've worked with
Highlight any experience with policy-related events, academic conferences, or fellowship programs, as this shows understanding of IAPS's specific audience
Demonstrate your remote work capabilities by mentioning tools you've used for virtual event coordination or managing logistics across locations
Show your understanding of IAPS's mission by connecting your event experience to how well-run events can advance policy discussions
Provide concrete examples of building vendor relationships that resulted in cost savings or improved service, as this role requires managing multiple contracts
✉️ What to Emphasize in Your Cover Letter
['Explain how your specific event logistics experience (particularly with 30-100+ attendee events) prepares you for managing the AI Policy Fellowship and Alexandria Forum', "Demonstrate understanding of IAPS's unique position at the AI-policy intersection and how events serve their research-to-policy pipeline", 'Share a brief example of solving a complex logistical problem for an event, highlighting your attention to detail and problem-solving approach', "Express why you're specifically interested in supporting AI policy conversations through events, not just event planning generally"]
Generate Cover Letter →🔍 Research Before Applying
To stand out, make sure you've researched:
- → Review IAPS's published research and policy recommendations to understand the content that their events support
- → Study the AI Policy Fellowship page to understand the program structure and fellow backgrounds
- → Look into previous Alexandria Forum events or similar policy convenings to understand the senior-level audience
- → Research current AI policy debates in Washington D.C. to understand the context in which IAPS operates
💬 Prepare for These Interview Topics
Based on this role, you may be asked about:
⚠️ Common Mistakes to Avoid
- Applying with only small-scale event experience (under 30 attendees) without explaining how you'd scale to IAPS's 30-100+ attendee events
- Using generic event planning language without connecting to policy, research, or nonprofit contexts
- Failing to demonstrate remote work competence or experience coordinating events across locations (especially D.C. events while working remotely)
📅 Application Timeline
This position is open until filled. However, we recommend applying as soon as possible as roles at mission-driven organizations tend to fill quickly.
Typical hiring timeline:
Application Review
1-2 weeks
Initial Screening
Phone call or written assessment
Interviews
1-2 rounds, usually virtual
Offer
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