Events Specialist

About the role

We're looking for an Events Specialist to help own and scale our events programming. You'll manage logistics across a wide range of event types, from weekly research talks and intimate lunch discussions to multi-day workshops and large-scale convenings, while also building the systems and processes that keep everything running smoothly. This role works closely with our Operations and Programs teams. You'll serve as the primary point of contact for speakers and external partners, and take meaningful ownership over the attendee experience for some of the world's top AI safety researchers. It's a great fit for someone with 2–5 years of hands-on event experience who's ready to move beyond pure execution and start shaping how events are run. This role also requires being onsite some evenings and weekends when we are hosting events.

Responsibilities

• Own end-to-end logistics for talks, workshops, happy hours, retreats, and other convenings across multiple simultaneous planning tracks
• Project planning and execution for recurring event series (e.g., weekly seminars, workshops, retreats), with full accountability for quality and consistency
• Manage room reservations and coordinate space across multiple floors and event types
• Serve as primary speaker liaison: manage confirmations, coordinate building access, calendar scheduling, and day-of support
• Cook and coordinate 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: announcements, reminders, and follow-ups
• Support logistics for high-profile events, including conferences for leading AI safety researchers
• Track attendance and collect and synthesize post-event feedback to inform ongoing improvements
• Develop and maintain event planning templates and documentation that scale across a high volume of concurrent events
• Identify and drive process improvements across the events function
• Manage relationships with external vendors and partners
• Create cost estimates and coordinate with the business operations team on budgets and payments

Requirements

Demonstrated experience owning event planning and coordination, ideally at a fast-paced or high-volume organization. Strong project management instincts: tracks milestones, hits deadlines, and closes loops. Experience building or improving processes and systems, not just executing them. Clear, concise written and verbal communication. High level of proficiency with Google Docs & Sheets; comfortable learning new tools and platforms. 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).

Skills

• Demonstrated experience owning event planning and coordination, ideally at a fast-paced or high-volume organization
• Strong project management instincts: tracks milestones, hits deadlines, and closes loops
• Experience building or improving processes and systems, not just executing them
• Clear, concise written and verbal communication
• High level of proficiency with Google Docs & Sheets; comfortable learning new tools and platforms
• 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)

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

Compensation

The base pay range for this role is $86,000 – $104,000 per year.

Additional Information

This is a full time, on-site role. Our Berkeley office is a few steps from the nearest BART (metro) and bus stop. On-site parking is also available. The ideal candidate for this role will have some combination of the skills and experiences described above. If you are not sure if you are qualified, we strongly encourage you to apply anyway. Beyond the qualifications outlined, our priority is building a team that will help humanity safely navigate the development of transformative AI. If you would be excited to do this work, we’d love to consider you. We value diversity in all respects and base our hiring decisions on the needs of the organization and individual qualifications. We welcome applicants from all backgrounds, regardless of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age or disability.