Events Associate
On Think Tanks - Independent Research, Ideas and Advice, Alexandria, Virginia, us, 22350
Institute for AI Policy and Strategy (IAPS)
The Institute for AI Policy and Strategy (IAPS) is a nonpartisan think tank that produces forward-looking policy research to address the implications of advanced artificial intelligence, from today’s frontier models to potential AGI and beyond. Our work equips policymakers and industry leaders to protect innovation while navigating high-magnitude risks and opportunities at the intersection of AI, national security, and geopolitics.
IAPS is seeking an Events Associate to build the field of AI policy through high-impact convenings. From our AI Policy Fellowship (bringing 30 fellows to DC twice a year for intensive policy training) to our annual Alexandria Forum (convening 50 senior leaders), the events you execute will make careers more impactful, forge critical relationships, and advance AI policy conversations at the highest levels.
As IAPS’s primary events professional, our new hire will own events end-to-end, from negotiating hotel contracts and managing budgets to building the vendor relationships that become your competitive advantage. They will help execute several events per year and smaller convenings (e.g., fellowship kickoffs, policy roundtables, all-staff retreats). We’re looking for someone who loves the craft of events, and takes pride in flawless execution, building relationships that make tight timelines possible, and elevating the good‑enough to the best version possible. As our programs portfolio expands, we’re also interested in helping the Events Associate grow into more senior roles within IAPS.
Key roles and responsibilities As an Events Associate, you will be central to elevating a number of IAPS programs and events:
AI Policy Fellowship (2 cohorts per year, ~30 fellows each)
Independently manage logistics for our 2-week in-person fellowship kickoffs in Washington, D.C.
Hotel contracts, rooming lists, and accommodation logistics for fellows and supervisors
Daily catering coordination, including dietary restrictions and vendor relationships
Meeting space bookings, AV equipment, and materials
Travel logistics and reimbursements for fellows and guests
Headshots, swag, and fellowship materials
Alexandria Forum (annual ~50-person senior leader conference)
Independently manage logistics for our annual conference in Alexandria, Virginia
Execute all event logistics from venue selection through post-event follow‑up
Support event design, production, and attendee experience
Coordinate catering, AV, materials, and accommodation for senior attendees
Manage attendee travel arrangements and reimbursements
Handle day‑of logistics, troubleshooting, and ensuring seamless execution
Collaborate with programs team on program design
Policy roundtables and social events
Execute logistics for smaller convenings (10-30 people) on specific policy topics
Manage venue booking, catering, materials, and attendance tracking
Coordinate invitation logistics and RSVP management
Provide day‑of support
Execute logistics for happy hours, networking events, and informal gatherings around the larger programs above
All‑staff retreat (currently annual)
Independently manage logistics for IAPS’s annual strategy retreat
Coordinate venue selection, likely in Europe (where a lot of IAPS staff resides)
Execute all event logistics from venue selection through post‑event follow‑up
Support travel logistics and reimbursements
Coworking trips
Support the planning and logistics of coworking trips and smaller convenings for IAPS teams, or staff (~3-10 people) as needed (~2‑5 times annually).
Collaborate with relevant teams to identify support needs and execute delegated tasks.
Experience:
At least one 1+ year of relevant event planning or operations experience, though we expect competitive candidates to have more.
A proven track record of independently managing event logistics for events of 30-100+ attendees.
Demonstrated success in building and maintaining vendor relationships.
Experience managing event budgets and tracking expenses.
Experience handling competing priorities under compressed timelines.
Experience with hotel/venue contracts and negotiations (preferred but not required).
Experience supporting event design and production (preferred but not required).
Skills and competencies:
Exceptional attention to detail and ability to manage complex logistics.
Strong relationship‑building skills for working with vendors, venues, and stakeholders.
Professional communication skills for interacting with senior policymakers and external partners.
Ability to problem‑solve quickly and handle last‑minute changes with grace.
Strong project management skills and ability to track multiple moving pieces simultaneously.
Proactiveness, resourcefulness, and a “figure it out” mentality.
Willingness to work irregular hours during major events (evenings/weekends as needed).
Understanding of D.C. professional dynamics and protocol.
We encourage candidates to apply even if they do not meet all the skills and experience listed. We are open to hiring someone with substantial strengths in some areas but who needs to develop their skills in others, and we invest heavily in our staff’s development.
#J-18808-Ljbffr
The Institute for AI Policy and Strategy (IAPS) is a nonpartisan think tank that produces forward-looking policy research to address the implications of advanced artificial intelligence, from today’s frontier models to potential AGI and beyond. Our work equips policymakers and industry leaders to protect innovation while navigating high-magnitude risks and opportunities at the intersection of AI, national security, and geopolitics.
IAPS is seeking an Events Associate to build the field of AI policy through high-impact convenings. From our AI Policy Fellowship (bringing 30 fellows to DC twice a year for intensive policy training) to our annual Alexandria Forum (convening 50 senior leaders), the events you execute will make careers more impactful, forge critical relationships, and advance AI policy conversations at the highest levels.
As IAPS’s primary events professional, our new hire will own events end-to-end, from negotiating hotel contracts and managing budgets to building the vendor relationships that become your competitive advantage. They will help execute several events per year and smaller convenings (e.g., fellowship kickoffs, policy roundtables, all-staff retreats). We’re looking for someone who loves the craft of events, and takes pride in flawless execution, building relationships that make tight timelines possible, and elevating the good‑enough to the best version possible. As our programs portfolio expands, we’re also interested in helping the Events Associate grow into more senior roles within IAPS.
Key roles and responsibilities As an Events Associate, you will be central to elevating a number of IAPS programs and events:
AI Policy Fellowship (2 cohorts per year, ~30 fellows each)
Independently manage logistics for our 2-week in-person fellowship kickoffs in Washington, D.C.
Hotel contracts, rooming lists, and accommodation logistics for fellows and supervisors
Daily catering coordination, including dietary restrictions and vendor relationships
Meeting space bookings, AV equipment, and materials
Travel logistics and reimbursements for fellows and guests
Headshots, swag, and fellowship materials
Alexandria Forum (annual ~50-person senior leader conference)
Independently manage logistics for our annual conference in Alexandria, Virginia
Execute all event logistics from venue selection through post-event follow‑up
Support event design, production, and attendee experience
Coordinate catering, AV, materials, and accommodation for senior attendees
Manage attendee travel arrangements and reimbursements
Handle day‑of logistics, troubleshooting, and ensuring seamless execution
Collaborate with programs team on program design
Policy roundtables and social events
Execute logistics for smaller convenings (10-30 people) on specific policy topics
Manage venue booking, catering, materials, and attendance tracking
Coordinate invitation logistics and RSVP management
Provide day‑of support
Execute logistics for happy hours, networking events, and informal gatherings around the larger programs above
All‑staff retreat (currently annual)
Independently manage logistics for IAPS’s annual strategy retreat
Coordinate venue selection, likely in Europe (where a lot of IAPS staff resides)
Execute all event logistics from venue selection through post‑event follow‑up
Support travel logistics and reimbursements
Coworking trips
Support the planning and logistics of coworking trips and smaller convenings for IAPS teams, or staff (~3-10 people) as needed (~2‑5 times annually).
Collaborate with relevant teams to identify support needs and execute delegated tasks.
Experience:
At least one 1+ year of relevant event planning or operations experience, though we expect competitive candidates to have more.
A proven track record of independently managing event logistics for events of 30-100+ attendees.
Demonstrated success in building and maintaining vendor relationships.
Experience managing event budgets and tracking expenses.
Experience handling competing priorities under compressed timelines.
Experience with hotel/venue contracts and negotiations (preferred but not required).
Experience supporting event design and production (preferred but not required).
Skills and competencies:
Exceptional attention to detail and ability to manage complex logistics.
Strong relationship‑building skills for working with vendors, venues, and stakeholders.
Professional communication skills for interacting with senior policymakers and external partners.
Ability to problem‑solve quickly and handle last‑minute changes with grace.
Strong project management skills and ability to track multiple moving pieces simultaneously.
Proactiveness, resourcefulness, and a “figure it out” mentality.
Willingness to work irregular hours during major events (evenings/weekends as needed).
Understanding of D.C. professional dynamics and protocol.
We encourage candidates to apply even if they do not meet all the skills and experience listed. We are open to hiring someone with substantial strengths in some areas but who needs to develop their skills in others, and we invest heavily in our staff’s development.
#J-18808-Ljbffr