Hybrid Program & Events Coordinator

TALENT Software Services; Palo Alto (CA); Hybrid; USD 52,000 - 76,000; Full time

Job summary

Human-Centered Artificial Intelligence (HAI) seeks a temporary Program Coordinator to support the industry programs team’s efforts, meetings, and portfolio.

Working with the Director of Industry Programs, the coordinator will manage day-to-day operations across a dynamic portfolio of events and programs that support scholars, fellows, students, industry partners, and visitors—coordinating logistics, communications, and administrative support.

Qualifications

• Education: High school diploma or equivalent and six years of administrative experience.
• Experience in hybrid academic-industry environments and fast-paced settings.
• Strong written and verbal communication with diverse stakeholders.
• Flexible and adaptable; able to adjust priorities and work independently.
• Onsite days: Tuesday and Wednesday; third onsite day varies by business needs.

Responsibilities

• Coordinate logistics for meetings, visits, workshops, and events including scheduling and on-site logistics.
• Draft documents and correspondence for presentations, grants, conferences, seminars, and reports; conduct research and fact-checking.
• Maintain content in unit documents, displays, reports, brochures, social media, and websites.
• Assist with other unit and coordinator workshops and program-specific events during peak periods.
• Monitor attendance, manage mailing lists, track program status changes, and serve as a primary contact for director communications.
• Provide administrative support for industry researchers, coordinating with relevant departments as needed.
• Manage purchasing cards, purchase orders, travel reimbursements, and track across programs/events.
• Track program funding and participation by fiscal year; liaise with finance to resolve funding, billing, and compliance matters.
• Oversee office supplies, shared space, and day-to-day operational needs; manage calendars and travel for leadership.

Skills

Strong written and verbal comms

Education

High school diploma

Job description

Human-Centered Artificial Intelligence (HAI) seeks a temporary Program Coordinator to support the industry programs team’s efforts, meetings, and portfolio.

Working with the Director of Industry Programs, the coordinator will manage day-to-day operations across a dynamic portfolio of events and programs that support scholars, fellows, students, industry partners, and visitors—coordinating logistics, communications, and administrative support.