Events Coordinator

Berkeley, CA - USA

Yearly Salary: $ 75000 - 90000

Posted on: 10 hours ago

Vacancies: 1 Vacancy

Job Summary

About Constellation

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. Unlike a conference or summit Constellation operates continuously in the form of a physical workspace as well as conference-style talks workshops and training bootcamps. Continuous operation allows for relationships and conversations to develop over time meaningfully fostering trust collaboration and shared insight. It also makes Constellation a natural field-building hub by rapidly inspiring orienting and connecting people who are newer to the field.

Based in Berkeley CA our shared workspace hosts over 200 people per week across dozens of AI safety organizations in nonprofits academia industry and government. Hundreds of other researchers spend time at Constellation for shorter visits each year. We believe this is the strongest and highest-output network of AI safety researchers in the world; dozens of participants in past Constellation programs have gone on to safety-focused roles at companies such as METR Redwood Research Anthropic Google DeepMind OpenAI and the US and UK Safety Institutes.

About the Role

Were looking for an Events Coordinator to manage the logistics that make our events run smoothly. Youll 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. Its 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.

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

Skills & Experience

-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

-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)

You might be a good fit for this role if you:

-Think AI might have transformative effects in the coming years and are driven to help humanity safely navigate periods of intense uncertainty and change

- Are a quick learner capable of understanding complex technical topics and motivated to learn about a wide array of research agendas across AI safety

- Have a service mindset you enjoy helping people face-to-face and proactively seek ways to support others without needing recognition

- Are hyper-focused on impact and always asking is this the most valuable thing I could be doing right now

- Communicate clearly and directly and default to explaining your reasoning so others can follow along and course-correct together

- Can effectively prioritize competing requests pivot quickly and deliver on tight timelines

- Care a lot about improving the attendee experience

- Like taking ownership of your work and learning new skills to do it better

$75000 - $90000 a year

Compensation & Benefits

Compensation will depend on experience and will likely be $/year.

Our benefits include:

- 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

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 wed 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 raace color religion sex sexual orientation gender identity or expression national origin age or disability.

Logistics

This is a full-time on-site position at our Berkeley office just steps from the nearest BART (metro) and bus stop. On-site parking is also available.

We may use artificial intelligence (AI) tools to support parts of the hiring process such as reviewing applications analyzing resumes or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed please contact us.

Required Experience:

About ConstellationConstellation Institute runs an independent research center that brings together people throughout the AI safety ecosystem to accelerate insight research and talent through better cooperation. Unlike a conference or summit Constellation operates continuously in the form of a physi...