Events and Communications Lead

About the role

Astera Institute is looking for a strategic leader to take ownership of its event programming and communications function, reporting directly to the Chief Operating Officer of the Foundation Division. This position sits at the intersection of external brand building and internal community cultivation within a non-traditional research environment focused on biotechnology and Neuro-AI. The successful candidate will define the organization's public voice while designing the operational infrastructure required to scale a diverse calendar of gatherings. A high degree of fluency with artificial intelligence tools is essential for optimizing workflows and content production in this fast-paced setting. You will act as a central node connecting researchers, residents, and external audiences through meticulously crafted experiences and narratives.

Key facts

What you'll do

• Design, plan, and execute a broad spectrum of events, from large-scale scientific symposia and multi-day conferences to recurring weekly social gatherings and intimate researcher dinners, managing every logistical detail from venue selection to guest experience.
• Architect and document scalable operational frameworks, comprehensive budgets, and repeatable playbooks that allow the event program to grow in complexity and frequency without proportional increases in overhead.
• Formulate and drive an external communications strategy that elevates the institute's visibility, encompassing full ownership of the website, blog, newsletter, and social media channels to ensure consistent, high-signal output.
• Write, edit, and provide high-level editorial direction for all organizational messaging, including long-form research summaries, announcements, op-eds, and internal communications, ensuring a distinct and cohesive voice.
• Recruit, brief, and manage a network of external contractors and agencies - including graphic designers, copywriters, video producers, and public relations specialists - ensuring deliverables meet quality standards and deadlines.
• Develop and maintain a content calendar aligned with key organizational milestones, residency cohort cycles, and scientific publication timelines to maximize impact.
• Oversee video production projects from concept through post-production, including scripting, filming coordination, and editing oversight for documentary-style shorts and event recordings.
• Build and maintain a CRM or audience management system to track engagement across stakeholders, including residents, mentors, funders, and scientific advisors.
• Collaborate closely with the research and residency teams to translate complex technical work in biotechnology and Neuro-AI into accessible narratives for diverse audiences.
• Support general Foundation operations and ad-hoc special projects, such as coordinating site visits for partners, managing logistics for the 12-18 month residency program kick-offs, and facilitating internal all-hands meetings.
• Implement AI-assisted workflows for content drafting, transcription, summarization, and data analysis to accelerate production timelines and reduce manual effort.
• Establish feedback loops and post-event retrospective processes to continuously refine the attendee experience and operational efficiency.

Requirements

• Demonstrated track record managing the complete lifecycle of high-caliber professional events, including conferences, symposia, or large-scale corporate gatherings, with full P&L or budget ownership.
• Exceptional writing and editing capabilities, with a portfolio showing the ability to adopt a specific organizational voice and provide substantive, developmental feedback on technical and non-technical materials.
• Proven experience directing multi-channel communications projects spanning web properties, video content, print/digital design, and social media strategy.
• Strong systems-thinking mindset with the ability to build scalable operational processes, negotiate and manage vendor contracts, and oversee significant project budgets.
• Prior experience working effectively within technical, scientific, or research-focused environments, with the ability to interface credibly with PhDs, principal investigators, and technical founders.
• High tolerance for ambiguity and a "founder-mode" mentality, willing to execute tactical work well outside a formal job description to unblock the team.
• Commitment to a culture of radical candor and direct feedback, both giving and receiving, to accelerate personal and organizational learning.
• Active, daily user of generative AI tools (LLMs, image/video generation) for professional productivity, with a perspective on integrating these into creative and operational pipelines.
• Legal authorization to work in the United States; this role does not offer visa sponsorship.

Nice to have

• Background in science communication, technology journalism, or academic conference management within life sciences or computer science domains.
• Established network of reliable vendors, freelancers, and agencies in the San Francisco Bay Area for event production, AV, and creative services.
• Experience managing communications for a residency program, fellowship, or cohort-based educational model.
• Familiarity with the specific scientific landscapes of synthetic biology, connectomics, or artificial general intelligence research.
• Proficiency with web content management systems (e.g., Webflow, WordPress, Ghost) and analytics platforms (GA4, Plausible).
• Project management certification (PMP) or formal training in operational excellence methodologies.

Skills & tools

• Event logistics, venue sourcing, and AV production coordination
• Content strategy, editorial planning, and long-form science writing
• Vendor negotiation, contractor management, and agency oversight
• Generative AI workflow integration (LLMs, diffusion models, automation)
• Operational systems design, playbook documentation, and process scaling
• CRM management and audience segmentation (e.g., HubSpot, Airtable)
• Video production pipeline management (pre-production to distribution)
• Budget forecasting, financial tracking, and resource allocation
• Web content management (Webflow preferred) and SEO fundamentals
• Community building and stakeholder relationship management

Practical notes

This position is based entirely onsite at the Astera Institute headquarters in Emeryville, California, and requires daily in-person presence to facilitate the spontaneous collaboration and community building central to the culture. The institute operates at the frontier of biotechnology and Neuro-AI, running a distinctive 12-to-18-month residency program designed to accelerate high-risk, high-reward scientific research. Candidates should be intrinsically motivated by the mission to reform how science is funded and organized, rather than solely by the operational mechanics of events. The compensation range of $170,000 to $190,000 reflects the seniority and scope of this lead role within the Foundation Division. No relocation package is explicitly stated, but the salary is calibrated for the Bay Area cost of living. Visa sponsorship is not available for this opening.