Communications and Event Coordinator 

 

The Partnership on AI (PAI) is a mission-driven non-profit working to change how AI developers create technology that affects us all. We are seeking a Communications and Event Coordinator focused on logistical support for events and convenings, both virtual and in-person, as well as general support for the Content and Communications Department. The main job function will be as Event Coordinator, but the responsibilities also include support for the department to aid in overall team efficiency and to provide assistance across various job functions.

 

At PAI, events are an important vehicle for the organization to bring our multistakeholder community together in pursuit of best practices in artificial intelligence. Events are primarily designed and hosted by teams of research/program staff in addition to those the Content and Communications Department runs directly, and occasionally event support to other internal departments. They range from virtual meetings, small-scale to larger-scale dinners and social events, and single and multi-day workshops both virtually and in locations around the world conceived of by a range of staff contributors across our organization. These programs converge the world’s preeminent forum for leading minds and experiential experts in artificial intelligence. 

 

We seek a highly-motivated individual who can step into the role with initiative, ownership, and organization and has a proven track record of producing successful events. To perform well in this role a candidate should have experience organizing complex schedules and projects across multiple stakeholders, a can-do attitude, and an eagerness to create memorable experiences that encourage and excite AI development for the benefit of people and society.

 

This position reports into the Senior Communications Manager with additional responsibilities to the Associate Director of Content and Communications. 

 

Responsibilities include:

 

EVENT PRODUCTION

  • Track all internal events via Asana as well as calendar all external conferences PAI staff is presenting at or attending, as well as public speaking opportunities for PAI staff

  • Work with Program Leads and other staff to support each phase of the event to ensure it runs smoothly, professionally, and adheres to PAI’s values of equity and inclusion

  • Work with the Content and Communications team and with PAI colleagues to create invitations and send via Campaign Monitor

  • Track invites, RSVPs and attendees in Salesforce

  • Work within the Content and Communications department on special event series including speaker coordination and day-of Zoom hosting responsibilities

  • Coordinate and implement consistent practices across all events, through the invitation process, tools used, and branding of the events to the PAI team at large

  • Maintain PAI’s high-level of production quality which upholds organization values of equity, inclusion, learning, compassion, transparency, and accountability 

 

VIRTUAL EVENTS:

  • Set up of all virtual meetings on Zoom and integrate with Campaign Monitor and YouTube for streaming events

  • Responsible for recording all events as requested and posting to our YouTube channel with appropriate information and editing as needed

  • Resource and provide staff direction for online tools and other platforms to be used to augment virtual events

 

IN PERSON EVENTS:

 

  • Source vendors and venues in international locations that fit the occasion and budget

  • Negotiate contracts with vendors in coordination with Program Lead or other responsible staff member

  • Oversee any AV and catering needs

  • Schedule additional staff support for the day of the event

  • Provide day-of logistical support and act as the main point of contact with the venue and vendors

  • Support materials generation (printed materials, name badges, general office supplies) to support each event, as relevant 

  • Primarily responsible for the logistics surrounding PAI’s annual “All Partners Meeting” (both virtual and in person) and supporting the affiliated workshops produced by individuals on the Research Team

  • Process all invoices to ensure vendors are paid promptly and process expense reimbursement for event participants as relevant

  • Willingness to travel as needed to act as onsite coordinator for events

 

DEPARTMENTAL SUPPORT

  • Facilitate the dissemination of assets produced generated from PAI-hosted events

  • General administrative assistance for the department, transcript coordination, YouTube and other branded channel management, coordination with external design vendors, assist with website maintenance, work with Operations as needed, and other duties consistent with helping the department run smoothly and efficiently

  • Editorial calendar updating and reminders sent as needed

  • Google Drive organization; maintain and organize asset library

  • Assist in drafting, tracking and posting in various social media channels

  • Act as Executive Assistant to the Associate Director of Content & Communications as needed 

 

Desired Qualifications:

  • Previous experience (3+ years preferred) as an event coordinator leading both virtual and in person events from small to large.

  • Self-motivated, highly-organized and deadline-driven with experience managing priorities across departments

  • Enjoy working with a wide range of personality types, backgrounds, and disciplines and collaborate across teams

  • Strong sense of ownership and initiative to complete what is needed and to anticipate future needs

  • Interest in increasing the production value of both virtual and in person events

  • Strong project management and problem-solving skills with excellent multi-tasking ability in a fast-paced environment

  • Strong attention to detail from big picture to tactical execution

  • Deep understanding of tools and resources needed to arrange and run a successful online event and interest in expanding that knowledge

  • Familiarity with Google Drive, Zoom, Salesforce, Slack, Asana, Miro/Mural, YouTube integration and Campaign Monitor a plus

  • Ability to manage up and laterally in escalating important issues, differentiating what is urgent, and getting buy-in for proposed solutions

  • Ability to work both independently and within a team

  • Ability to build and maintain positive professional relationships with colleagues

  • Ability to think analytically and take the initiative on logistics when required

  • Interest in artificial intelligence, promoting Responsible AI, and in our mission of Bringing diverse voices together across global sectors, disciplines, and demographics so developments in AI advance positive outcomes for people

and society.

 

Other Considerations:

  • This position is an excellent growth opportunity to be a part of a non-profit organization and witness and support individuals with a variety of communication, marketing, writing, and content production skills.

  • We know that research has shown that some potential applicants will submit an application only when they feel that they have met close to all of the qualifications for a role—we encourage you to take a leap of faith with us and submit your application as long as you are passionate about working to make real impact on responsible AI. We are very interested in hearing from a diverse pool of candidates.

  • PAI offers a generous paid leave and benefits package, including: Twenty vacation days; three personal reflection days; sick leave and family leave above industry standards; high-quality PPO and HMO health insurance plans, many 100% covered by PAI; Dental and vision insurance 100% covered by PAI; up to a 7% 401K match, vested immediately; pre-tax commuter benefits (Clipper); automatic cell phone reimbursement ($75/month); up to $1,000 in professional development funds annually; regular team lunches & reading days; opportunities to attend AI related conferences and events and to collaborate with our 100+ partners across industry, academia and civil society. Please refer to our careers page for an updated list of benefits.

  • PAI is headquartered in San Francisco, with a global membership base and scope. The role will be located in San Francisco although the team is currently working remotely. We do not offer visa support for this position at this time.


PAI is proud to be an equal opportunity employer.  We celebrate diversity and we are committed to creating an inclusive environment in all aspects of employment, including recruiting, hiring, promoting, training, education assistance, social and recreational programs, compensation, benefits, transfers, discipline, and all privileges and conditions of employment.  Employment decisions at PAI are based on business needs, job requirements, and individual qualifications.


PAI will consider for employment qualified applicants with criminal histories, in a manner consistent with the San Francisco Fair Chance Ordinance or similar laws.


The Partnership on AI may become subject to certain governmental record keeping and reporting requirements for the administration of civil rights laws and regulations. We also track diversity in our workforce for the purpose of improving over time. In order to comply with these goals, the Partnership on AI invites employees to voluntarily self-identify their gender and race/ethnicity. Submission of this information is voluntary and refusal to provide it will not jeopardize or adversely affect employment or any consideration you may receive for employment or advancement. The information obtained will be kept confidential.


To apply please send a cover letter and resume, plus 3 references by August 31, 2020.

 

Only complete applications will be reviewed.
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