The Role
Manage end-to-end logistics for talks, workshops, and large convenings; serve as primary speaker liaison; coordinate space, catering, AV, and vendors; run event communications, track attendance and feedback, and build scalable processes, templates, and budgets to support a high-volume events program.
Summary Generated by Built In
About Constellation
Key responsibilities
Skills & experience
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 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 roleWe're looking for an Events Specialist to help own and scale our events programming. You'll manage logistics across a wide range of event types — from weekly research talks and intimate lunch discussions to multi-day workshops and large-scale convenings — while also building the systems and processes that keep everything running smoothly.
This role works closely with our Operations and Programs teams. You'll serve as the primary point of contact for speakers and external partners, and take meaningful ownership over the attendee experience for some of the world's top AI safety researchers. It's a great fit for someone with 2–5 years of hands-on event experience who's ready to move beyond pure execution and start shaping how events are run.
This role also requires being onsite some evenings and weekends when we are hosting events.
- Own end-to-end logistics for talks, workshops, happy hours, retreats, and other convenings across multiple simultaneous planning tracks
- Own project planning and execution for recurring event series (e.g., weekly seminars, workshops, retreats), with full accountability for quality and consistency
- Manage room reservations and coordinate space across multiple floors and event types
- Serve as primary speaker liaison: manage confirmations, coordinate building access, calendar scheduling, and day-of support
- Coordinate with our in-house chef team on event meals, snacks, and dietary accommodations
- Set up and troubleshoot AV equipment, including video conferencing, microphones, and livestreaming
- Send event communications to the community via Slack: announcements, reminders, and follow-ups
- Support logistics for high-profile events, including conferences for leading AI safety researchers
- Track attendance and collect and synthesize post-event feedback to inform ongoing improvements
- Develop and maintain event planning templates and documentation that scale across a high volume of concurrent events
- Identify and drive process improvements across the events function
- Manage relationships with external vendors and partners
- Create cost estimates and coordinate with the business operations team on budgets and payments
- Demonstrated experience owning event planning and coordination, ideally at a fast-paced or high-volume organization
- Ability to manage multiple concurrent events at different stages of planning
- Strong project management instincts: tracks milestones, hits deadlines, and closes loops
- Experience building or improving processes and systems, not just executing them
- Clear, concise written and verbal communication
- Strong ability to set and maintain expectations with internal teams and external partners
- High level of proficiency with Google Docs & Sheets; comfortable learning new tools and platforms
- 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 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.
- You are a quick learner, capable of understanding complex technical topics and motivated to learn about a wide array of research agendas across AI safety.
- You have a service mindset i.e. you enjoy helping people face-to-face and proactively seek ways to support others without needing recognition.
- You are hyper-focused on impact and always asking "is this the most valuable thing I could be doing right now?".
- You communicate clearly and directly, and default to explaining your reasoning so others can follow along and course-correct together.
- You can effectively prioritize competing requests, pivot quickly, and deliver on tight timelines.
- You care a lot about improving the attendee experience.
- You like taking ownership of your work and learning new skills to do it better.
The base pay range for this role is $86,000 – $104,000 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
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.
Skills Required
- 2-5 years of hands-on event planning and coordination experience
- Ability to manage multiple concurrent events at different planning stages
- Willingness to be onsite evenings and weekends for events
- Strong project management instincts: track milestones, hit deadlines, and close loops
- Experience building or improving processes and systems for events
- Clear, concise written and verbal communication
- High proficiency with Google Docs and Google Sheets
- Ability to set and maintain expectations with internal teams and external partners
- Experience maintaining a physical workspace
- Experience planning in-person events for groups
- Experience using Slack, Asana, and CRM tools
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The Company
What We Do
Constellation Institute is a non-profit independent research center dedicated to ensuring transformative AI is developed, deployed, and governed safely. It accelerates progress in AI safety by fostering collaboration across the ecosystem, bringing together experts from nonprofits, academia, industry, and government. Through its Berkeley-based research center and curated programs, it provides the infrastructure and talent development needed to navigate advanced AI risks.
