Events Project Manager

Last updated on Nov 27, 2024 6 min read Jobs

FAR.AI is seeking an Events Project Manager to play a key role in delivering impactful, world-class events that advance our mission on a local and global scale. In this role, you will contribute to the success of a diverse range of events—from international conferences to focused workshops—ensuring seamless execution and leaving a lasting impression. Reporting to the Head of Programs, you’ll take the lead on logistics, communications, and on-site operations while driving continuous improvements to maximize impact.

If you’re an organized and adaptable problem-solver who enjoys creating meaningful experiences, we’d love to hear from you.

About Us

FAR.AI is a non-profit AI research institute dedicated to ensuring the safe development and deployment of frontier AI technologies. Our mission is to ensure AI systems are trustworthy and beneficial to society.

Since our inception in July 2022, we’ve grown quickly to 18 full-time employees, produced 27 influential academic papers, and established the leading AI Safety events for research and international cooperation. Our work is recognized globally, with publications at premier venues such as NeurIPS, ICML, and ICLR, and features in the Financial Times, Nature News and MIT Technology Review.

We drive practical change through red-teaming with frontier model developers and government institutes. Additionally, we help steer and grow the AI safety field through developing research roadmaps with renowned researchers such as Yoshua Bengio. We also operate FAR.Labs, an AI safety-focused co-working space in Berkeley housing 40 members, and support the community through targeted grants to technical researchers.

Programs and Events

Our programs and events team drives efforts to build and strengthen the global AI safety field. We’ve helped establish some of the field’s most impactful events, including:

  • The International Dialogue for AI Safety that brings together prominent scientists (including two Turing Award winners) from around the globe, culminating in a public statement calling for global action on AI safety research and governance.
  • The semi-annual Alignment Workshop, with each event hosting approximately 150 leading researchers from academia, industry and government to discuss and debate the latest developments in AI safety, and facilitate collaborations. You can find recordings from past Alignment Workshops on our YouTube Channel.

FAR.AI Research

Our research team explores promising research directions in AI safety, and scales up only those showing a high potential for impact.

Our current focus areas include:

Other FAR Projects

We put our research into practice through red-teaming engagements with frontier AI developers, and collaborations with government institutes.

Additionally, we operate an AI safety co-working space in Berkeley called FAR.Labs, and provide grants to academics working on priority research areas.

About the Role

As Events Project Manager, you will play a pivotal role in shaping the future of AI safety by delivering world-class events that inspire collaboration and drive impact. You will work on events of varying scales and formats, bringing together top-tier researchers, policymakers, and industry leaders from around the globe. Your work will directly contribute to FAR.AI’s position as a leader in the AI safety community, ensuring our events are not just successful but transformative milestones in the field.

Key responsibilities

  • Event Management and Logistics: Plan and manage all aspects of event logistics, including vendor coordination (e.g., venues, catering, audiovisual, security) and overseeing internal communications, social media, and marketing efforts. Collaborate effectively within the team to ensure projects are executed with precision, adhering to timelines, processes, templates, and budgets.
  • Travel Management. Oversee travel arrangements for attendees, speakers, and staff as needed.
  • Registration and CRM database systems: Manage event registration systems, websites, and mobile apps. Ensure accurate details, smooth user experiences, and seamless launches. Maintain and update CRM systems to track event attendees, speakers, sponsors, and other stakeholders effectively.
  • Communications: Write clear, consistent communication to all stakeholders (including speakers and attendees).
  • Sponsor Coordination: Coordinate with sponsors to ensure their involvement is integrated effectively into events and their needs are met.
  • Safety and Compliance: Ensure all events adhere to applicable regulations, safety standards, and organizational processes.
  • On-site Operations: Oversee on-site logistics, oversee vendor load-in and setup, manage on-site registration, coordinate staff assignments, and address issues promptly to ensure a smooth event experience. Order and manage on-site event supplies, including office essentials, swag, name badges, and signage.
  • Post-Event Evaluation and Follow Up: Conduct post-event evaluations, gather attendee feedback, and assess results to identify improvements for future events. Ensure timely post-event communications to gather insights, express gratitude, and close out outstanding tasks.

About You

You’re a proactive, resourceful professional who thrives on managing complex logistics and delivering exceptional event experiences. You’re energized by dynamic environments and excel at juggling multiple priorities while maintaining a keen attention to detail. You’re passionate about creating events that make a meaningful impact, and you’re excited to work with a mission-driven team to bring FAR.AI’s vision to life through seamless, high-quality event execution.

Preferred:

  • Event Project Management Experience: 3–5 years of experience in planning projects and/or executing events. Ideally, 2+ years specific to event management.
  • Exceptional Communication: Excellent written and verbal communication skills for collaborating with diverse stakeholders and managing event communications.
  • Vendor Coordination: Experience working with graphic designers, printers, caterers, and event venues to deliver seamless events.
  • Technical Proficiency: Technical skills with a willingness to learn new software platforms, including CRM (like Airtable) and communications platforms.
  • Organizational Excellence: Strong organizational skills and attention to detail, ensuring no aspect of the event is overlooked.
  • Data-Driven Approach: Strong analytical skills to evaluate data and make informed, evidence-based decisions.
  • Fast-Paced Environments: Experience working in startups, nonprofits, or high-growth teams with the ability to adapt to dynamic priorities.

Logistics

You will be an employee of FAR.AI, a 501(c)(3) research non-profit.

  • Location: In-person in Berkeley preferred. While we prefer applicants to be based in our Berkeley office, we are also open to remote candidates who have at least 6 hours of overlap with either Pacific Time or Eastern Time.
  • Hours: Full-time (40 hours/week).
  • Compensation: $85,000 - $125,000 FTE / year depending on experience and location. We will also cover work-related travel and equipment expenses. Catered lunch and dinner are provided at our Berkeley office.

On occasion, you may be required to work non-standard hours depending on the needs of the event. Depending on your location, we expect you will travel approx. 1-3 times a quarter.

Application process: Our application process includes a screening call, a test task, and three interviews with our team. For some candidates, we may offer a short work trial to assess mutual fit. We expect filling out the initial application form will take less than 15 minutes.

Please apply! If you’re excited about this role and our mission, we encourage you to apply — even if your experience doesn’t perfectly match every qualification. We value diverse backgrounds and skills. If you have any questions about the role, feel free to contact us at talent@far.ai.

Operations