Event Planner (AI)

TL;DR

Event Planner (AI): Leading the planning and execution of high-impact AI and GenAI education events across the United States with an accent on end-to-end event experience, from executive roundtables to large-scale conferences. Focus on managing complex logistics, coordinating technical production, and ensuring a premium brand experience for C-level attendees.

Location: Hybrid (Arlington, Virginia). Must be based in or able to work in Arlington, VA and be willing to travel nationally (up to 10 days per month).

Company

hirify.global transforms operations and technology with AI-powered solutions and expert advisory services, focusing on AI education and technology transformation.

What you will do

• Lead end-to-end planning and execution for AI-focused events nationwide, including executive dinners, workshops, and large-scale conferences.
• Manage comprehensive logistics including venue sourcing, contract coordination, catering, and attendee registration.
• Coordinate event technology and production requirements such as AV, Wi-Fi, lighting, and on-site troubleshooting.
• Source, negotiate, and manage relationships with external vendors, caterers, and production teams.
• Serve as the lead on-site operator, managing rehearsals, speaker readiness, and real-time issue resolution.
• Ensure all events reflect a premium brand experience and gather feedback for continuous improvement.

Requirements

• 5+ years of experience planning professional events, conferences, or branded executive experiences.
• Proven track record of managing both high-touch executive events and large-scale gatherings with hundreds of attendees.
• Strong project management skills with exceptional attention to detail and organizational ability.
• Professional presence and confidence when interacting with C-level executives and strategic partners.
• Willingness and ability to travel domestically up to 10 days per month.
• Proficiency in event management tools, registration systems, and project management platforms.

Nice to have

• Experience in AI, technology, financial services, mortgage, or consulting industries.
• Experience planning events alongside major trade shows and industry conferences.
• Expertise in managing invitation-only leadership salons and executive roundtables.
• Experience coordinating recorded educational content, photography, and livestreaming.
• Background in budget management and vendor negotiation.

Culture & Benefits

• Inclusive environment committed to diversity and a variety of backgrounds.
• Opportunity to work on high-profile stages including Gartner and AI World Fair.
• Dynamic role combining strategic planning with hands-on on-site leadership.
• Collaborative environment working directly with senior executives and AI experts.