Events Associate - #46634

Note: the job advert remains open until at least 1 June. Please apply via Notion, not LinkedIn: https://arqfoundation.notion.site/808d744b85b844fd9e87041eb5d479c6

About Arq

Arq Foundation is an independent, philanthropically funded think tank based in Brussels. We focus on preparing for advanced AI and what it means for Europe — from economic competitiveness and industrial policy to safety, governance, and scientific progress. We produce research that shapes how policymakers navigate these dynamic, global, and unprecedented changes.

We are building an organisation from scratch. That means every early hire shapes what Arq becomes. We’re looking for people with high agency who see incomplete systems as opportunities, think in positive-sum terms, and bring genuine curiosity about the technology and policy questions we work on.

How We’re Different

We believe the best way to develop talented people is to expose them to every part of an organisation early on. At Arq, junior team members don’t get siloed into a single function — they get to see how research is produced, how policy engagement works, how operations hold everything together, and how these pieces connect. That exposure builds judgement and versatility that no narrow role can offer.

This role is designed with that principle in mind. You’ll start with the work that most urgently needs doing — organising the convenings that anchor Arq’s policy engagement — while learning how a high-impact policy organisation works from the inside out.

About the Role

Your anchor responsibility is event organisation. Arq is aiming to convene closed-door roundtables with senior officials, panel discussions, and conferences. You will own the end-to-end logistics for these events, and this will be the largest single part of your job.

Beyond events, you will support the policy team’s external engagement: helping with guest list strategy, stakeholder follow-ups, preparation for senior meetings, and light research or policy support tasks as they arise. The exact mix will shift depending on what the team needs — some weeks are event-heavy, others tilt toward stakeholder work or substantive prep. You should be comfortable with that fluidity.

You won’t just follow processes — you’ll improve them. We are looking for someone who enjoys finding ways to automate repetitive work, use AI tools to accelerate themselves and others, and treat operational efficiency as a craft, not a chore.

But this is not a purely operational role. Because you’ll work closely with the policy team, you’ll develop a real understanding of our research, our policy engagement, and the Brussels ecosystem we operate in. You’ll sit in on team discussions, attend policy events, and see how our work translates into real-world influence. For the right person, this role offers significant scope to grow and take on more responsibility over time.

Where can this role lead? Arq is growing. People who join early and do well in the role will have real opportunities to evolve. Depending on your interests and strengths, this role could develop in different directions, including deeper ownership of events and operations, more policy-facing work, or more research-facing work. Here’s what we can commit to: quarterly conversations about your development, explicit invitations to contribute beyond your core responsibilities, and a structured conversation at the 12-month mark about where you want to head next. We won’t make promises we can’t keep, but we will invest in people who show ownership, curiosity, the ability to deliver outstanding results, and good judgement.

You will join a small, high-trust team and report to Arq’s Director of Policy. You will also work closely with our Operations function (which owns finance, HR, compliance, and IT) on the operational backbone of events.

What You’ll Do

Event Organisation (your anchor responsibility)

• Own the end-to-end logistics for Arq’s convenings: closed-door roundtables, panel discussions, workshops, and conferences.
• Source and manage venues in Brussels (and occasionally Paris or Berlin), building relationships with a reliable network of suppliers.
• Coordinate catering, invitations, RSVPs, name badges, seating plans, AV equipment, printed materials, and day-of setup.
• Manage event budgets and track costs.
• Build reusable event playbooks and templates so the process gets more efficient over time — automating recurring work, using AI tools proactively, and treating each event as an opportunity to make the next one easier.

Policy Engagement and Convening Support

• Work with the policy team on guest list strategy: who should be in the room, why, and how to make the convening land.
• Manage stakeholder follow-up after events — thank-yous, materials, next steps, and tracking who Arq has engaged with over time.
• Help prepare for senior policy meetings: briefings, logistics, materials, and on-the-day support.
• Maintain Arq’s view of its policy network — keeping stakeholder records accurate and useful.
• Take on small research or policy support tasks as opportunities arise and your capacity allows.

Learning and Growing

• Attend internal team discussions, policy briefings, and research sessions to build your understanding of Arq’s work.
• Sit in on external meetings and events — not just to set up chairs, but to learn how policy engagement works in practice.
• Over time, develop a view on where you want to grow — and work with your manager to move in that direction.

What You Bring

Required

• Proven ownership in execution-heavy work. You have taken responsibility for running projects involving logistics, coordination, or operations end-to-end — in any context (professional, academic, or volunteer).
• Comfort with ambiguity. You are able to operate effectively in a fast-changing environment where priorities shift and processes are not yet fully defined.
• Motivation for Arq’s mission. You care about the challenges posed by advanced AI and want to contribute to work that helps Europe navigate them well.
• Fluency in English. English is Arq’s working language. Strong written and spoken English is essential.
• Based in Brussels. You are based in Brussels or willing to relocate and work on-site full-time

Valuable but not required

• Functional French. You are comfortable using French in practical contexts, particularly when working with venues or service providers.
• Experience organising events. You have organised events in any context — from small gatherings to larger conferences — and understand what it takes to make them run smoothly.
• Familiarity with Brussels or the EU ecosystem. You understand the city, its institutions, or how policy-facing organisations operate.
• Existing supplier network. You have contacts with venues, caterers, or event suppliers in Brussels that could be useful in organising events.
• Experience with common digital and AI tools. You are comfortable using tools such as Google Workspace, Notion, Slack, as well as AI assistants (e.g. Claude, ChatGPT, Perplexity, basic automation workflows) to manage workflows, strengthen quality of outputs, and automate routine tasks.

This role rewards people who take initiative, follow through reliably, and enjoy bringing order to messy situations. You’ll need good judgment, discretion, and the ability to interact comfortably with senior stakeholders.

Our Values

• High agency — You take ownership and drive things forward. You don’t just execute; you think along, notice what’s missing or could be improved, and take initiative to fix it. You follow through to outcomes, and use sound judgment about when to act independently and when to align, particularly where there are reputational or stakeholder implications.
• Intellectual humility — You update your views when presented with evidence.
• Positive-sum thinking — You believe in solutions that grow the pie, not zero-sum competition.
• Authenticity — You mean what you say, and you say it with respect and good judgment. You’re consistent in how you show up across contexts.
• Optimism — You believe things can be better and that it’s worth trying.

Compensation and Benefits

• Competitive salary: 40k—60k, based on experience and fit
• Additional benefits: Equipment budget, learning and development budget and dedicated learning time, meal vouchers, public transport support
• Paid time off: 20 statutory days + 12 ADV days (40h week) + public holidays (~42 days total)

Logistics

Location: Brussels. This role requires physical presence in Brussels up to five days a week. In calmer periods (e.g., over the winter and summer breaks), remote work is at your discretion.

Start date: As soon as possible.

Reporting to: Director of Policy.

Contract type: Initial one-year contract, with the intention to move to a permanent contract subject to mutual fit.

Visa sponsorship: Arq can sponsor visas.