Event Coordinator

Summary

Join Vic.ai as their Event Coordinator, where you will be responsible for planning and executing marketing events, managing logistics, and collaborating with the marketing and sales teams. You will leverage AI tools to optimize processes and create engaging experiences. This role requires strong organizational skills, experience in event marketing, and proficiency in marketing automation systems. The ideal candidate is a creative problem-solver who thrives in a fast-paced environment. Vic.ai offers a remote-first work environment with competitive benefits, including health insurance, 401k matching, generous paid time off, and a monthly wellness stipend.

Requirements

• Are a creative problem-solver who’s excited to push boundaries and bring fresh ideas to traditional event marketing
• Are highly organized and detail-oriented, with a proven ability to manage multiple priorities and moving parts
• Are curious and forward-thinking — you enjoy experimenting with AI tools and automating repetitive tasks to work smarter
• Have experience setting up simple file management or storage systems (e.g., Google Drive, Notion, Airtable) to keep teams aligned and assets accessible
• Communicate clearly and effectively with cross-functional stakeholders, vendors, and senior leaders
• Have 2+ years of experience in event marketing or marketing coordination, ideally in a B2B or tech environment
• Have working knowledge of Hubspot, Outreach, and basic marketing automation systems
• Understand the sales funnel and know how to track performance metrics that matter
• Can travel for event setup and execution approximately once a month
• Are excited to join a high-growth AI company with an inclusive, collaborative, and innovation-driven culture

Responsibilities

• Orchestrate with precision – Build and manage detailed project plans for marketing initiatives and events, ensuring timelines, tasks, and team members stay aligned
• Lead memorable experiences – Plan and execute trade shows, customer events, and internal meetings from start to finish — handling logistics, materials, vendors, and travel to deliver a seamless, standout presence
• Think beyond the booth – Evaluate and evolve booth design, graphics, and onsite experience to ensure every event reflects our brand and sparks engagement
• Promote and amplify – Partner with the Marketing team and  SDRs to create event-related email and social campaigns that drive attendance and post-event follow-up
• Own the lead flow – Monitor marketing leads in Hubspot, automate where possible, and collaborate with sales to ensure fast and effective follow-up
• Experiment with AI – Leverage and test generative AI and marketing automation tools to scale processes, improve content delivery, and generate insights
• Build smart infrastructure – Develop and maintain a scalable storage solution for assets, logistics checklists, vendor contracts, and event materials
• Measure, learn, repeat – Conduct post-event analysis, gather feedback, and identify opportunities for improvement and innovation
• Travel with purpose – Travel for event setup approximately once a month to ensure flawless on-the-ground execution

Benefits

• Competitive salary and stock options
• 401K with an employer match
• Health/vision/dental (including 2 health insurance coverage options that are 100% free for the employee AND family)
• Monthly Wellness stipend
• CitiBike membership
• Generous maternity and paternity leave
• The opportunity to work remotely, including a stipend for your home workstation setup
• Monthly allowance for Office Space (We Work or similar)
• Virtual team-building events & awesome swag
• People-focused culture
• Generous vacation time, family and travel-friendly environment
• Work alongside an enthusiastic, collegial, and driven team in a highly meritocratic environment
• Vic.ai also offers in-person retreats to employees