Events Manager

I. Position Summary

The Events Manager owns the logistics and execution of AIPN's events in support of our mission to prepare America for artificial superintelligence and advance responsible AI policy. From Hill briefings and donor gatherings to roundtables, receptions, and policy summits, this role makes sure every event runs flawlessly — venues, vendors, run-of-show, registration, travel, and on-site management.

This is a role for someone who has done this before and can take an event from concept to close with minimal oversight. You will work with AIPN's leadership to set the strategic direction — which events we hold, who we invite, and what each is meant to achieve — and you will shape the recommendations that inform those decisions.

II. Responsibilities

A. Event Logistics and Execution

• Manage all logistics for AIPN events end-to-end: venue sourcing, contracts, catering, AV, registration, signage, and materials.
• Build and run detailed timelines, run-of-show documents, and day-of staffing plans.
• Manage on-site execution, troubleshooting in real time so events run smoothly.
• Coordinate travel, accommodations, and scheduling for speakers, staff, and VIP attendees.
• Own event budgets, track expenses, and reconcile costs against approved spend.

B. Vendor and Stakeholder Coordination

• Source, negotiate with, and manage vendors, venues, and contractors.
• Serve as the primary point of contact for attendees, partners, and co-hosts before and during events.
• Coordinate closely with Government Affairs on Hill briefings and with the Director of Donor Relations on donor and fundraising events.
• Work with Communications on event branding, invitations, and post-event follow-up.

C. Planning and Improvement

• Recommend formats, venues, and timing to leadership.
• Maintain a forward calendar of AIPN events and a vendor and venue knowledge base.
• Capture attendance, feedback, and outcomes after each event and use them to improve the next one.

III. Qualifications

A. Required

• 3–6+ years of events experience in advocacy, political, nonprofit, association, or comparable settings.
• Demonstrated record of independently managing events from logistics through on-site execution.
• Exceptional organization and attention to detail under deadline, managing multiple events at once.
• Strong interpersonal and written communication skills; comfortable as the face of AIPN to high-profile attendees.
• Based in (or willing to relocate to) Washington, D.C.; this is a hybrid role where presence is required at all in-person events, including occasional evening events. This position is not remote-eligible.

B. Preferred

• Experience with Hill briefings, fundraisers, or events in a Washington, D.C. policy environment.
• Familiarity with event and registration tools (e.g., Luma) and CRM systems (Pipedrive, Hubspot).
• Experience managing event budgets and vendor contracts.
• Exposure to AI policy and/or national-security policy.

The AI Policy Network (AIPN) Role Details

• Location: Washington, D.C. (hybrid; must be on-site for all events)
• Compensation: $60,000 – $90,000
• Reports to: Executive Director
• Benefits: Benefits include technology budget, a stipend for health insurance, and unlimited PTO.