Events Coordinator

Core 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

This role creates positive change by facilitating events that bring together leading safety researchers and community members, fostering collaboration and knowledge sharing in the AI safety field.

Required skills, experience, qualifications:

• Experience in event coordination or logistics management
• Ability to manage multiple event types and coordinate across different spaces
• Strong communication skills for speaker liaison and community communications
• Technical proficiency with AV equipment setup and troubleshooting
• Project planning and execution capabilities
• Budgeting and cost estimation skills
• Experience with event feedback collection and attendance tracking

Compensation, perks, culture highlights:

• No salary or benefits information provided in the posting

Constellation Institute runs an independent research center that brings together people throughout the AI safety ecosystem to accelerate insight, research, and talent through better cooperation. It operates continuously through a physical workspace and various events to foster trust, collaboration, and shared insight in AI safety.