Technical Event Operations Specialist
Technical Event Operations Specialist
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USD 80000 - 120000
1 Vacancy
Job Description
About Us
Since our founding in July 2022 weve grown quickly to 20 staff producing 30 influential academic papers and established the leading AI Safety events for research and international cooperation. Our work is recognized globally with publications at premier venues such as NeurIPS ICML and ICLR and features in the Financial Times Nature News and MIT Technology Review.
We drive practical change through red-teaming with frontier model developers and government institutes. Additionally we help steer and grow the AI safety field through developing research roadmaps with renowned researchers such as Yoshua Bengio running an AI safety-focused co-working space in Berkeley housing 40 members and supporting the community through targeted grants to technical researchers.
About the team and the role
We organize high-impact events that bring together experts and professionals to address important challenges in our field. Our events require meticulous attention to detail strong database management and efficient systems.
We are seeking a detail-oriented Technical Event Operations Specialist to manage the infrastructure communications and database systems supporting our events. The ideal candidate has programming knowledge thrives on organizing complex logistics and can leverage AI tools to streamline operations.
Key Responsibilities
Database Management & Infrastructure
Maintain and optimize our Airtable database systems for tracking attendees speakers and event logistics
Set up and configure databases for new events following standardized protocols.
Process and organize attendee information to facilitate efficient decision-making by leadership.
Identify and implement automation opportunities for manual processes.
Update databases in real-time as new entries arrive.
Design and implement improvements to database architecture and workflows.
Communicate effectively with software engineering contractors about technical requirements.
Communications Management
Organize complex mail merges containing personalized logistical information (transport payment platform access etc.).
Develop and maintain standardized email templates with appropriate variable fields.
Conduct thorough quality assurance on all mail merges ensuring accuracy and catching edge cases.
Follow up with non-responsive attendees regarding forms RSVPs and other requirements.
Address routine attendee inquiries and update database with relevant information from these interactions.
Track email delivery resolve bounced emails and ensure database reflects current contact information.
Utilize AI tools to streamline and enhance the communications workflow.
Event Platform Administration
Oversee integrations between our database and event platforms (e.g. Swapcard Slack).
Ensure information is accurately synced between all systems throughout the event lifecycle.
Manage user access across platforms and troubleshoot synchronization issues as needed.
Create moderator documentation with speaker information and session details.
Post-Event Management
Perform comprehensive database integration and cleanup after events.
Ensure all event data is properly consolidated into master systems.
Maintain data integrity and consistency across all database components.
Prepare basic impact analysis reports and visualizations.
Apply technical solutions to streamline post-event data management.
Required Experience & Skills
Exceptional attention to detail and commitment to accuracy.
Programming knowledge and ability to understand technical systems.
Strong proficiency with AI tools (Claude ChatGPT) for enhancing workflows.
Experience with database management or quick ability to learn database systems.
Understanding of technical concepts (config files database structures APIs etc.).
Excellent written communication skills particularly for clear instructional content.
Strong organizational skills and ability to manage multiple concurrent tasks.
Ability to work independently and proactively identify process improvements.
Nice-to-Have Experience
Experience with automation tools and scripting languages.
Experience coordinating with technical contractors.
Background in project management or process optimization.
Experience with Airtable or similar database platforms.
Prior experience in event management or operations roles.
Logistics
You will be a full-time employee of a 501(c)(3) research non-profit.
Location: Both remote (US) and in-person (Berkeley CA) are possible.
Hours: Full-time (40 hours/week).
Experience Level: Junior to Mid-level.
Compensation: $85K - $120K/year depending on experience and location. We will also pay for work-related travel and equipment expenses. We offer catered lunch and dinner at our offices in Berkeley.
Hiring process: A paid task test short call with hiring manager in-depth interviews with the team and a full-day work trial followed by reference checks.
If you have any questions about the role please do get in touch at .
Otherwise if you dont have questions the best way to ensure a proper review of your skills and qualifications is by applying directly via the application form. Please dont email us to share your resume (it wont have any impact on our decision). Thank you!
Required Experience:
Unclear Seniority
Employment Type
Full-Time
