CRM & Outbound Coordinator, Speakers & Sponsors

Ai4 - Artificial Intelligence Conferences; United States; Remoto; USD 60.000 - 90.000; Tempo integral

Resumo da vaga

Ai4 is seeking a sharp CRM & Outbound Coordinator to run the engine behind our speaker and sponsor pipelines. This operations role focuses on maintaining Pipedrive, executing Apollo and HeyReach campaigns, qualifying and organizing incoming leads for review and assignment, and ensuring timely handoffs.

You will work with leadership to prepare qualified leads for our content and sales teams, coordinate research, and support event operations onsite when needed.

Qualificações

• Minimum of 1 year working daily in a CRM. Pipedrive strongly preferred; HubSpot or Salesforce experience translates well.
• Exceptional attention to detail. You are the person who notices the duplicate record, the outdated title, and the deal sitting in the wrong stage.
• Strong written communication skills and the ability to handle professional outreach responses and follow-ups.
• Experience running or supporting outbound campaigns, including prospect list management and follow-up tracking.
• Comfortable in spreadsheets: X and VLOOKUPs, sorting, filtering, deduplicating, and cleaning large lists.
• Good judgment about what you can handle independently and what needs further review.
• Highly organized, self-motivated, and able to coordinate tasks and follow through in a remote environment.
• Able to handle high volume and repetitive work without letting quality slip.
• Available to support on-site event operations as needed.

Responsabilidades

• Maintain our Pipedrive CRM across the speaker and sponsor pipelines, including data hygiene, imports, deduplication, deal stages, required fields, and record accuracy.
• Qualify speaker and sponsor leads against Ai4’s ideal profiles and submit them to leadership for review and assignment to the appropriate speaker producer or salesperson.
• Prepare speaker prospects for review with relevant background, complete records, and a clear status and next step.
• Organize incoming replies, speaker applications, and sponsor inquiries, separating routine responses from prospects and questions requiring further review.
• Handle sponsor lead intake and data entry, record confirmed assignments, and keep ownership and handoff details accurate.

Conhecimentos

CRM management

Outbound campaigns

Data hygiene

Lead qualification

Clear written communication

Remote collaboration

Process orientation

Event support coordination

Ferramentas

Pipedrive

Apollo

HeyReach

Clay

ZoomInfo

LinkedIn Sales Navigator

Descrição da vaga

Ai4 is one of the fastest-growing technology conferences in the world. Our audience, speaker roster, and agenda have nearly doubled year over year as AI transforms every industry. Today, Ai4 brings together thousands of senior executives, founders, researchers, investors, policymakers, and technology leaders to understand where artificial intelligence is headed and how it is reshaping business.

We’re building one of the premier technology events globally, and we’re looking for exceptional people who want to help shape the conversations that matter.

The Role

About Ai4

Ai4 is one of the fastest-growing technology conferences in the world. Our audience, speaker roster, and agenda have nearly doubled year over year as AI transforms every industry. Today, Ai4 brings together thousands of senior executives, founders, researchers, investors, policymakers, and technology leaders to understand where artificial intelligence is headed and how it is reshaping business.

We’re building one of the premier technology events globally, and we’re looking for exceptional people who want to help shape the conversations that matter.

The Role

We’re looking for a sharp, detail-obsessed CRM & Outbound Coordinator to run the engine behind our speaker and sponsor pipelines.

This is an operations role centered on maintaining our Pipedrive CRM, executing outbound campaigns through Apollo and HeyReach, and qualifying and organizing incoming leads so the right opportunities are ready for review and assignment.

Ai4’s growth generates enormous volume: thousands of speaker applications, sponsor inquiries, and outbound prospects every cycle. The ideal candidate combines meticulous attention to detail with real hustle. You will own day-to-day campaign execution and CRM accuracy, handle routine outreach responses and follow-ups, and keep prospects moving through clear, timely handoffs.

You’ll work closely with leadership to prepare qualified leads for assignment to our content and sales teams, who handle speaker calls, session development, and sponsorship negotiations. You’ll also coordinate prospect research, provide scheduled customer service backup, and support event operations on site.

This is a role for someone who loves systems, speed, and the satisfaction of watching a well-run pipeline turn into a world-class conference.

What You’ll Do

CRM & Lead Management

• Maintain our Pipedrive CRM across the speaker and sponsor pipelines, including data hygiene, imports, deduplication, deal stages, required fields, and record accuracy.
• Qualify speaker and sponsor leads against Ai4’s ideal profiles and submit them to leadership for review and assignment to the appropriate speaker producer or salesperson.
• Prepare speaker prospects for review with relevant background, complete records, and a clear status and next step.
• Organize incoming replies, speaker applications, and sponsor inquiries, separating routine responses from prospects and questions requiring further review.
• Handle sponsor lead intake and data entry, record confirmed assignments, and keep ownership and handoff details accurate.

Outbound Campaigns & Research Coordination

• Own Apollo speaker campaign setup, prospect list uploads and replenishment, execution, and follow-up tracking.
• Own HeyReach campaign setup, prospect list uploads and replenishment, execution, and follow-up tracking for both speaker recruitment and sponsorship outreach.
• Handle routine outreach responses and follow-ups independently, escalating opportunities and questions that require leadership’s judgment.
• Coordinate prospect research and list-building tasks with our research support, communicating priorities, tracking completion, and ensuring records are ready for outreach.
• Develop a strong understanding of Ai4’s ideal speaker and sponsor profiles, helping improve prospect quality and increase qualified lead volume year over year.

Reporting, Team & Event Support

• Track outreach results, lead volume, pending reviews, assignments, and handoffs so leadership has a clear picture of pipeline activity and outstanding next steps.
• Work closely with sales, content, marketing, and leadership to keep campaigns and lead flow organized as volume grows.
• Provide scheduled customer service backup as needed, responding to routine inquiries and routing questions to the appropriate team.
• Support on-site event operations.

Qualifications

Required

• Minimum of 1 year working daily in a CRM. Pipedrive strongly preferred; HubSpot or Salesforce experience translates well.
• Exceptional attention to detail. You are the person who notices the duplicate record, the outdated title, and the deal sitting in the wrong stage.
• Strong written communication skills and the ability to handle professional outreach responses and follow-ups.
• Experience running or supporting outbound campaigns, including prospect list management and follow-up tracking.
• Comfortable in spreadsheets: X and VLOOKUPs, sorting, filtering, deduplicating, and cleaning large lists.
• Good judgment about what you can handle independently and what needs further review.
• Highly organized, self-motivated, and able to coordinate tasks and follow through in a remote environment.
• Able to handle high volume and repetitive work without letting quality slip.
• Available to support on-site event operations as needed.

Preferred

• Direct Pipedrive administration experience.
• Hands-on experience with Apollo and HeyReach.
• Familiarity with additional prospecting and enrichment tools such as Clay, ZoomInfo, or LinkedIn Sales Navigator.
• Experience coordinating research, list-building, or other recurring operational tasks.
• Experience at a conference, events, or media company.
• Customer service or on-site event support experience.
• Genuine interest in artificial intelligence and emerging technology.
• Startup or high-growth company experience.

Who Thrives Here

You’ll likely enjoy this role if you are:

• Someone who finds a messy database irritating and a clean one satisfying.
• Energized by volume. Hundreds of leads and records in a day doesn’t overwhelm you.
• Fast. You treat response time and timely follow-through as competitive advantages.
• Process-minded, always looking for the small fix that saves the team hours every week.
• Comfortable owning routine decisions and recognizing when to bring something to leadership.
• Reliable. The team can hand you something and know it will get done right.
• Willing to pitch in, whether that means keeping campaigns running, covering customer service, or helping on site.
• Able to remain calm while managing the organized chaos that comes with producing a world-class conference.

Why Join Ai4?

• Play a central operational role at one of the world’s fastest growing technology conferences.
• Your work directly feeds the speaker lineup and the sponsorship revenue that make Ai4 what it is.
• Join a small, ambitious team with significant ownership and autonomy.
• Enjoy a flexible, remote work environment with opportunities to support the conference in person.
• Exceptional opportunities for growth as Ai4 continues to scale.
• Have fun building something that is becoming a defining event in the AI industry.