Operations Associate – AI Council

Location: Remote (US time zone overlap required) Reports to: COO About the Role : We are looking for a highly organized, proactive Operations Associate to support and help scale the AI Council (AIC), Coresight Research’s senior executive community focused on AI in retail and consumer industries. This role sits at the center of community operations, member engagement, event execution and marketing coordination. You will own the day-to-day operational engine of the Council and support the planning and execution of the annual AIC conference. This is a hands-on role for someone who thrives on detail, structure and follow-through—and who enjoys working with senior executives and cross-functional teams. Key Responsibilities: 1. AI Council Community Operations • Own and maintain the master member database (CRM accuracy, segmentation, tracking engagement) • Manage and maintain attendee lists for all Council meetings and events • Prepare deck for all Council meetings and events • Track participation, engagement metrics and renewal pipelines • Coordinate onboarding for new members (welcome emails, calendar invites, materials, NDA tracking if applicable) • Maintain distribution lists and ensure clean, compliant communications • Support membership renewals in coordination with sales/BD • Prepare weekly status updates on Council metrics (members, attendance, pipeline, sponsors) 2. Event & Meeting Execution (Monthly Council + Special Sessions) • Manage RSVP tracking and confirmations • Coordinate speaker logistics and materials collection • Prepare meeting run-of-show documents • Support deck consolidation and formatting • Ensure follow-up emails and recap communications go out on time • Maintain archive of past sessions, transcripts and materials 3. Annual AIC Conference Support • Support end-to-end planning of the annual AIC conference • Manage detailed attendee lists (sponsors, speakers, members) • Track sponsor deliverables and benefits • Coordinate speaker communication and prep calls • Work with marketing on registration pages and email & social campaigns • Support on-site or virtual event operations • Track post-event follow-ups, leads and reporting 4. Marketing & Communications Coordination • Work closely with marketing to execute email campaigns and invitations • Ensure contact lists are clean and properly segmented in HubSpot (or CRM) • Track open rates, registration conversion and attendance trends • Coordinate social promotion support for Council events • Maintain consistency in Council messaging and templates 5. Process & Systems Management • Build and document repeatable processes for: • Member onboarding • Event workflows • Sponsor tracking • Attendance tracking • Improve operational efficiency through better CRM and project management usage • Maintain shared drives, templates and documentation Qualifications: • 6–10 years of experience in: • Community management, membership organizations, or executive forums • Event operations or conference management • CRM/database management (HubSpot strongly preferred) • Strong experience managing detailed attendee lists and executive communications • Comfortable working with senior leaders and C-suite executives • Highly detail-oriented and process-driven • Strong written communication skills • Ability to manage multiple deadlines independently • Strong Excel/Google Sheets proficiency • Experience supporting marketing campaigns is a plus What Success Looks Like in 3–6 Months • Clean, accurate and fully segmented Council member database • Consistent, on-time execution of all monthly Council meetings • Clear visibility into engagement metrics and renewals • Seamless planning and execution of the annual AIC conference • Documented processes that reduce manual follow-up and errors • Improved registration-to-attendance conversion rates Ideal Profile • Structured and calm under pressure • Strong follow-through; nothing falls through the cracks • Operationally minded but commercially aware • Confident communicating with senior executives • Enjoys building systems, not just executing tasks