[Hiring] Marketing Events Coordinator @vivi.io

Role Description

The Events Coordinator is responsible for the planning, coordination, and execution of Vivi's trade shows, conferences, customer events, and field marketing activities. This role ensures every event is organized, on schedule, on budget, and delivered with exceptional attention to detail.

Working closely with Marketing, Sales, vendors, and event partners, you'll coordinate logistics, manage registrations, track budgets, oversee shipments, and make sure every event runs smoothly from planning through post-event follow-up.

This role is ideal for someone who enjoys solving logistical challenges, keeping multiple projects moving simultaneously, and creating outstanding experiences for both customers and internal teams. This role is 100% remote with up to 25% travel to support conferences, trade shows, and customer events.

Responsibilities

• Coordinate all logistics for trade shows, conferences, customer events, and regional marketing programs.
• Manage event timelines, project plans, and detailed checklists to ensure deadlines are met.
• Coordinate event registrations, attendee communications, housing information, and scheduling.
• Work closely with Account Executives to ensure they have everything needed before, during, and after events.
• Manage shipping logistics for booths, marketing materials, promotional items, and event equipment.
• Maintain inventory of trade show assets, collateral, and giveaways.
• Use ExhibitDay to manage event planning, timelines, and task completion.
• Track event budgets, purchase orders, invoices, and expenses while maintaining accurate records.
• Build and maintain Excel spreadsheets for budgeting, registrations, inventory, shipping, and event reporting.
• Coordinate with vendors, venues, contractors, and partners to ensure successful execution.
• Troubleshoot event logistics and resolve issues quickly and professionally.
• Support on-site event execution when required.
• Collect post-event metrics and assist with event reporting and continuous process improvement.

Qualifications

• 2–5 years of experience coordinating corporate events, conferences, trade shows, or marketing programs.
• Experience working within a marketing, sales, or customer-facing organization.
• Experience managing multiple projects simultaneously while meeting deadlines.
• Experience coordinating vendors and external partners.
• Experience managing budgets and tracking expenses.

Highly Desirable Experience

• Experience using ExhibitDay or similar event management software.
• Experience working with Microsoft Excel at an advanced level.
• Experience supporting B2B marketing organizations.
• Familiarity with CRM or marketing automation platforms such as Salesforce or HubSpot.
• Experience supporting field marketing or event marketing teams.

Essential Skills

• Exceptional organizational and project management skills.
• Outstanding attention to detail.
• Excellent written and verbal communication skills.
• Strong problem-solving abilities and a proactive mindset.
• Comfortable working across multiple teams and managing competing priorities.
• Customer-service mindset with the ability to support both internal stakeholders and external partners.
• Ability to work independently while collaborating effectively with a global team.
• Willingness to travel as needed to support major events.