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