Events Specialist

The Position

LPI seeks a full-time Events Specialist to join its team of research, policy, communication, and operations staff in advancing the organization’s mission to make education equitable for all children. This position may be based in either our Palo Alto, CA or Washington, DC, office.  

Reporting directly to the Chief of Strategic Communications and working closely with the Communications, Policy, Research and Finance and Operations teams, the events specialist‘s primary responsibility is to plan, organize, and execute virtual, in-person, and hybrid events, managing technical, logistical, and creative aspects to deliver seamless, engaging experiences. Support and/or lead similar efforts for in-person events. Collaborate with LPI’s research and policy teams to schedule and prepare speakers, ensuring they are well-prepared for their sessions.

Major Responsibilities

Technical Support

• Lead and manage all audio-visual needs for events and identify areas of improvement for technical support and planning.
• Configure and manage event platforms (e.g., registration, branding, session layouts).
• Set up and monitor registration systems, ensuring a seamless sign-up process for attendees.
• Ensure compatibility with tools for polls, Q&A, networking, and other interactive features.
• Coordinate with A/V vendors for video recording, live streaming, and other technical requirements.
• Edit and share recorded sessions, slides, or supplementary materials to encourage post-event audience engagement.
• Coordinate with outside contractors as needed for specialized event support.
• Calmly and efficiently troubleshoot technical issues in real-time, ensuring a smooth event experience.
• Evaluate and recommend virtual event platforms, tools, and technologies based on event needs.

Logistical support

• Work with the event planning team to support the planning of LPI events, ensuring seamless delivery.
• Develop and manage event timelines and production schedules.
• Coordinate multiple events simultaneously while maintaining high-quality results.
• Work collaboratively with internal teams and external partners to ensure successful event execution.
• Act as the main point of contact for AV vendors, platform providers, and other technical partners.
• Provide clear and concise event plans, updates, and debriefs.
• Develop systems and processes to streamline event planning and execution.
• Identify opportunities to enhance attendee experiences and improve event workflows.
• Maintain comprehensive documentation for all events, including checklists, workflows, etc.

Qualifications and Experience

While not all qualifications are required, successful candidates will meet many of the criteria below.

• Please have at least 5-8 years’ relevant experience.
• Experience with database software
• Strong organizational and logistical planning skills
• Proficiency in virtual and in-person event platforms and tools, e.g., Zoom
• Experience with a wide range of software from mail list management platforms to PowerPoint, to QuickTime, to the Adobe suite of products
• Experience troubleshooting technical issues during events
• Ability to integrate interactive features like polls, Q&A, and networking
• Skills in post-event content editing and distribution, including event videos
• Excellence in written communication and ability to produce web-related content such as event descriptions, eblast content, and other mailing list communications.
• Strong project management skills with proven ability to manage complex, multi-faceted projects involving multiple stakeholders and tight deadlines, including:
  • Experience developing and maintaining run-of-shows, workflows and SOPs
  • Strong organizational and documentation skills
  • Ability to manage multiple projects simultaneously
• Strong listening and interpersonal communication skills and ability to collaborate with contractors, researchers, and stakeholders
• Exceptional time management and deadline adherence
• Must be authorized to work in the United States for any employer.

Dispositions

• Passion for ensuring that all children receive empowering and equitable learning, especially historically underserved students. 
• Self-starter mentality and the ability to both work independently and foster collaborative working relationships and to work well in a team setting. 
• A demonstrated commitment to excellence and equity.  
• Ability to execute and exhibit good judgment. 
• An optimistic outlook and a flexible, innovative nature.

Compensation

Salary commensurate with experience, education, and expertise. Range is $60,000 to $110,000.

Location

This position is based in Palo Alto, CA, Washington, DC, or remote. Candidate must be able to travel on occasion.

To apply

Please submit a cover letter, resume, short writing sample, examples of past webinars or events managed, and any other relevant materials. Candidates invited to continue through the interview process will be asked to complete a job-related task/performance assessment at that time.