Events Coordinator

United States·BerkeleyFull-timemid

Events CoordinatorHospitality & Tourism

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Quick Summary

Key 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…

Technical Tools

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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

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 gatherings – supporting multiple events in parallel at different stages of planning and execution.

This 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.

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