Scheduler and Event Coordinator

About EqualAI: EqualAI is a nonprofit organization that helps companies, policy makers, and leading institutions define and implement AI governance in support of innovation and broader AI adoption. By partnering with thought and industry leaders, EqualAI fosters AI practices that promote adoption and greater societal benefit. Key responsibilities: • Assist the CEO in long-range planning, scheduling and managing the activities of the organization • Manage all aspects of event planning, meet strict deadlines, and stay within budget • Nurture and build relationships with vendors, venues, and other industry contacts while crafting and implementing the creative and logistical aspects of all events • Remain current (or ahead of the curve) with trends in event planning, design, and production, and proactively identify and solve operational challenges • Establish procedures and execute them • Comply with legal, insurance, health, and safety regulations at all times • Coordinate with internal staff and vendors to establish the requirements for an event, and serve as liaison to senior executives, government officials, and industry leaders throughout the planning process • Locate resources, visit sites, and lead pre-event meetings to help staff make decisions about event design • Plan and facilitate logistics for all events, including contract negotiations, guest lists, invitations, venue preparation, presentation materials, security, catering, entertainment, transportation, equipment, decor, and marketing materials • Oversee event experiences from conception through post-event review; manage on-site preparations, production, and event breakdown; and ensure consistent, high-level service throughout all phases • Build and maintain a comprehensive database of industry contacts, vendors, and venues • Troubleshoot any issues that arise on event day Required skills and qualifications • Proven success in event planning or coordination • Strong interpersonal and communication skills • Experience in building and maintaining positive business relationships • Excellent organizational skills, including multitasking, time management, and attention to detail • Ability to handle pressure and make good decisions quickly