Events Coordinator

Constellation Institute; Berkeley (CA); Presencial; USD 97.000 - 122.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Healthy meals

Unlimited snacks

Generous vacation

401(k) with employer match

Commuter benefits

Health, dental, vision insurance

Friendly team

Descripción de la vacante

Constellation, based in Berkeley, CA, is seeking an Events Coordinator to manage the logistics for talks, workshops, and conferences. The role involves coordinating spaces, speakers, meals, AV, and communications, with onsite, in‑person work on workdays and occasional evenings/weekends for events.

You will work closely with operations and convening teams, build your network, and contribute to AI safety programs by ensuring events run smoothly and on schedule.

Formación

• Experience planning and running in‑person events in fast‑paced environments (professional, university, or volunteer contexts).
• Clear, concise written communication and ability to collaborate across roles and levels of seniority.
• Strong attention to detail and ability to manage multiple events simultaneously.
• Comfort with AV equipment and basic technical troubleshooting.
• Ability to anticipate logistical challenges and prioritize competing requests.
• Familiarity with AI safety as a field is a plus.

Responsabilidades

• Own end‑to‑end event logistics for talks, workshops, and conferences.
• Manage room reservations and coordinate space across multiple floors and event types.
• Serve as speaker liaison: confirm details, coordinate access, and schedule events.
• Coordinate with in‑house chef team on meals and dietary accommodations.
• Set up and troubleshoot AV equipment and livestreams.
• Send event communications to the community via Slack.
• Provide on‑site event support and post‑event follow‑ups.
• Track attendance and collect post‑event feedback for future planning.
• Monitor event budgets and process payments.
• Support logistics for high‑profile events with leading researchers.
• Identify opportunities to improve event workflows.

Conocimientos

Event planning

Communication

Written communication

Attention to detail

AV troubleshooting

Problem solving

AI safety awareness

Slack/Asana/Airtable

Herramientas

Slack

Asana

Airtable

Descripción del empleo

About Constellation

Constellation is 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 300 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

We’re looking for an Events Coordinator to manage the logistics that make our events run smoothly. You’ll work across a wide range of event types – from weekly research talks and lunch discussions to multi‑day workshops and large‑scale conferences – supporting multiple events in parallel at different stages of planning and execution. The role works closely with our operations and convening teams. It’s 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. You’ll have the opportunity to build your network, be in the room with top talent in AI safety, and stay close to the latest ideas in AI safety and policy. This is an in‑person, full‑time position based onsite on workdays, with some evenings and weekends when we’re hosting events.

Responsibilities

• Own end‑to‑end event logistics for talks, workshops, happy hours, retreats, and other convenings
• Manage room reservations, coordinate space across multiple floors and event types, and flag scheduling conflicts or capacity constraints
• 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, proactively anticipating attendee and speaker needs
• Track attendance, collect post‑event feedback, and maintain event records to support future planning
• Track event budgets and process payments
• Support logistics for high‑profile events, including conferences for leading safety researchers
• Identify opportunities for improvement in our event workflows

Skills & Experience

• Experience planning and running in‑person events for groups in a fast‑paced environment (professional, university, or volunteer contexts all count)
• Ability to communicate and work effectively with people across different roles and levels of seniority, with warmth, professionalism, and good interpersonal judgment
• Clear, concise written communication
• Strong attention to detail and ability to manage multiple events at different stages simultaneously
• Comfort with AV equipment and basic technical troubleshooting
• Ability to anticipate logistical challenges, troubleshoot problems independently, and elevate competing priorities or constraints when needed
• Familiarity with AI safety as a field (you don’t need to be an expert, but you should understand why this work matters)
• Experience using Slack, Asana, Airtable (preferred)
• Experience finding and working with external venues (preferred)

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

Compensation & Benefits

The base pay range for this role is $97,000 – $122,000 per year.

Our benefits are hard to beat! They 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

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.