Program & Events Associate

About Innovative Future Collective (IFC): IFC is a nonpartisan 501(c)(3) organization committed to helping the public, Congress, and federal agencies better understand artificial intelligence and its applications across industries. Our mission is to provide educational experiences that are dynamic, hands-on, and grounded in real-world examples.

Position Summary

IFC seeks a highly organized and detail-oriented Program and Events Associate to support the smooth execution of event logistics, external engagement, and administrative operations. This role will work closely with senior leadership, external partners, sponsors, and internal teams to help deliver impactful events and programming that advance IFC’s mission to educate the public and policymakers across the AI ecosystem.

The ideal candidate thrives in fast-paced environments requiring proactive coordination and clear communication across multiple stakeholders.

Key Responsibilities

Event & Trip Support

• Manage all aspects of event planning for DC-based events and on trips, including sourcing venues, invitations, program planning, budget, and contract management with venues, caterers, hotels, and transportation providers
• Help prepare event materials, run-of-show documents, and participant communications
• Track attendance and engagement to support outreach goals and participant cultivation

Sponsor, Board, and Advisory Committee Coordination

• Maintain regular communications with sponsors, board, and advisory committee members to support ongoing engagement
• Assist with scheduling meetings, managing sponsor lists, and supporting outreach efforts
• Help organize sponsor updates, briefing materials, and event-related sponsor, board, and advisory committee engagement

Administrative & Operational Support

• Organize and maintain internal documentation, including Google Drive files, knowledge management records, and tracking tools
• Support compliance-related tasks such as Ethics filings and travel documentation under leadership supervision
• Assist with general IFC administrative needs including budget and calendar planning and management

Marketing & Communications Assistance

• Help update website content and social media channels related to events and sponsors

Qualifications

• 1-2 years experience in event coordination, program support, or administrative roles via internship or professional capacity
• Strong organizational skills with ability to juggle multiple tasks and deadlines
• Excellent written and verbal communication, with professionalism in internal and external interactions
• Proactive problem-solver who can anticipate needs and escalate issues appropriately
• Comfortable working with senior leadership and a variety of external stakeholders
• Proficiency with Google Workspace (Docs, Sheets, Drive) and basic content management systems

Medical, Dental & Vision insurance are available upon being hired. A 401k with a 3% SHNEC is offered after 1 year of employment.

English language native fluency