Events Associate

Apply by March 1st, 23:59 Pacific Time. Early applications are encouraged.

If you have any issues applying, please email careers@iaps.ai.

Key Information

• Role: Events Associate

• Salary: $66,000 – $88,000 (pre-tax) per year

• Location: Washington, D.C. (We are not able to sponsor work visas for this role.) 

• Job type: Full-time, permanent position (this role requires minimum 32 hours per week)

• Start date: As soon as possible

• Application deadline: Sunday, March 1, 2026, 23:59 Pacific Time
  

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.

About 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.

Our work includes:

• Conducting forward-looking policy research in areas including preparedness, information and supply chain security, and international coordination needed to navigate strategic competition with adversaries who may misuse AI.

• Cultivating policy talent — IAPS is forging a community of researchers and practitioners from across many policy areas and backgrounds to meet this critical moment.

• Providing relevant and timely insights to stakeholders across Congress, the executive branch, industry, academia, and civil society.

Follow these links to read more about our work and our team, and sign up to our newsletter.

About the Role

IAPS is looking for an Events Associate to join our Programs team. This position is for someone who thrives on executing logistics at a high level while building strong relationships with vendors, venues, and stakeholders across the AI policy ecosystem.

This is a pivotal role for a detail-oriented "doer" who is passionate about creating seamless event experiences that advance IAPS's mission. As our primary events professional, you will manage all aspects of event logistics, from vendor management and venue coordination to catering, travel arrangements, and day-of execution.

The Events Associate will be managed by Renan Araujo and work closely with Arushi Gupta. You will also collaborate with our Operations Team on internal staff-facing events.

Key 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

• Full on-site event support during kickoff weeks

• 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.

IAPS is continuously looking into expanding our Programs portfolio. A successful Events Associate may grow into a more senior role into the team as we potentially take on new events.

What We Are Looking For

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 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 skills and experience listed. We are open to hiring someone with substantial strengths in some areas but who need to develop their skills in others, and we invest heavily in our staff's development.

What We Offer

Compensation

• Annual salary: $66,000 – $88,000 (pre-tax) per year

• The exact salary will be based on the candidate's prior relevant experience, according to IAPS’s salary algorithm.

Other Benefits

• Comprehensive global benefits package, including generous health insurance. 

• Generous paid time off (PTO) leave and unpaid leave, including:

• Unlimited vacation with a minimum 30 days off per year (incl. public local holidays, vacation time, and “mandated” 3-weeks total mid- and end-year organization-wide breaks).

• Unlimited (within reason) personal and sick leave.

• Parental leave - up to 6-9 months of a combination of paid and unpaid parental leave that can be taken prior to and/or during the first 2 years after a child’s birth or adoption. 

• Technology stipend of the equivalent of $2000 USD every 3 years that can be used to cover costs of purchasing work and office equipment.

• Annual team retreat and other opportunities for paid travel of generally 1-2 weeks per trip, including stipends to help cover the cost of dependent care while traveling.

• We encourage proactive professional development and offer learning opportunities, including conferences and workshops.

Logistics and Additional Information

• Location: This role is based in Washington D.C. We are not able to sponsor visas for this role. Please only apply if you have work authorization in the U.S., and are currently located in or willing and able to relocate to Washington D.C.

• Hours: This is a full-time role, based on a 40-hour workweek. We seek candidates who can commit to at least 32 hours per week. Please note that the salary is based on a 40-hour workweek and will be prorated accordingly. During and around fellowship kickoffs (4 weeks per year) and the Alexandria Forum (1 week per year), expect intensive work including some evenings and weekends. 

• We care deeply about staff well-being and sustainable work practices. Any additional hours worked during intensive event periods should be taken as compensated time off, and we actively encourage you to recharge after major events.

• Travel: Please note that international travel, and at least for a length of one week for our annual organization-wide retreat, is an essential requirement for this position. All expenses are covered by IAPS. We ask that you only apply if you are able to meet the travel requirements for this position.

• Language: Please submit all of your application materials in English and note that we require professional level English proficiency.

• Accessibility: We’re committed to running an inclusive and accessible hiring process. We warmly invite you to reach out to careers@iaps.ai with any accommodation requests.

• Inclusivity: IAPS is committed to building an inclusive, equitable, and supportive community. We encourage applications from candidates of all backgrounds and identities.

• Hiring emails: Please add careers@iaps.ai to your trusted contacts and/or check your 'spam', 'promotions' and 'updates' folders, if you don't hear from us within the expected timeframe. We aim to run a fair, timely, and transparent process, and all applicants will receive a response.

Our Hiring Process

There are four evaluation stages for the Events Associate position:

1. Application questions

2. Work test focused on event logistics scenarios

3. Interviews with members of the programs and policy pillars

4. Reference checks

Occasionally, we may insert a brief additional step to help us fairly assess candidates. If used, this step will take no more than an hour.

To apply, please click the ‘Apply Now’ button below. We ask that you spend no more than two (2) hours preparing your responses to the prompts in the form.

Note Before Applying: Please do not include a cover letter, photograph, or headshot of yourself, or any personal information that is not relevant to the role for which you’re applying (including marital status, age, identity traits, etc.). Additionally, please do not ask our staff members involved in the hiring process to meet with you – to ensure fairness, we try to minimize these interactions, and requests for meetings with the hiring committee members during the process will be declined. 

Contact: Please email careers@iaps.ai if you have any questions.