Event Coordinator

Vic.ai, Inc; Miami (FL); Remote; USD 75,000 - 80,000; Full time

Job summary

A leading company in AI technology is seeking an Event Coordinator to drive high-impact marketing experiences. The role involves orchestrating various events, collaborating with teams to amplify attendance, and leveraging innovative tools for efficiency. Ideal candidates are creative, detail-oriented problem-solvers with experience in event marketing, particularly in tech environments.

Benefits

Competitive salary and stock options

401K with an employer match

Health/vision/dental coverage options

Monthly Wellness stipend

CitiBike membership

Generous maternity and paternity leave

Remote work stipend

Monthly allowance for Office Space

Virtual team-building events

Generous vacation time

Qualifications

• 2+ years of experience in event marketing or marketing coordination.
• Experience with basic marketing automation systems.

Responsibilities

• Manage detailed project plans for events and marketing initiatives.
• Plan and execute trade shows and customer events, handling logistics.
• Evaluate booth design and marketing presence for engagement.

Skills

Creative problem-solving

Organizational skills

Attention to detail

Strong communication

Tools

Hubspot

Google Drive

Notion

Airtable

Job description

Event Coordinator

Location: Remote in NYC, Miami, FL, OR Raleigh, NC

Who we are:

Vic.ai was founded in 2017, with a bold vision of revolutionizing the way companies execute accounting and finance. With our recently closed Series C funding round (backed by our partners; Costanoa Ventures, Cowboy Ventures, Notable Capital, and ICONIQ Capital), we are excited for the continued growth of our team and continuing to offer our customers even greater value across their entire business.

With world-class AI technology already generating massive ROI for thousands of Vic.ai customers around the globe, we know this is only the beginning. We envision a near future when AI technology will handle over 90% of cost transaction processing on behalf of finance teams. Vic.ai is an international remote-first company that is dedicated to supporting our employees' journey.

We invite you to check out our blog posts over the past year! Follow this link to our site.

Event Coordinator

Creative. Organized. Innovative. Ready to shape the future of AI marketing.

At Vic.ai, we’re not just building marketing programs — we’re transforming how finance teams work through cutting-edge AI. As our Event/Marketing Coordinator, you’ll be at the forefront of delivering high-impact experiences that spark conversations, build relationships, and generate demand.

This role is perfect for someone who thrives in a fast-paced environment, brings energy and creativity to every project, and has the technical chops to automate, optimize, and innovate. If you love managing logistics and experimenting with AI to push the envelope, read on.

What You’ll Do:

• 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.
  

You’ll Thrive in This Role If You…

• 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.

Ready to create extraordinary experiences that drive our mission forward? Let’s build something great together.

What you’ll get in return:

Vic.ai is proud to be an Equal Employment Opportunity employer. We do not discriminate based on race, religion, color, national origin, gender (including pregnancy, childbirth, or related

medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. At Vic.ai, we value humility and authenticity and we encourage our employees to bring their original, best selves to work.

As a team member, you will receive:

• 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. We love connecting in person as a remote-first company.

Check out all the fun we are having @vicdotai on our Instagram page. Also, don’t forget to follow us on LinkedIn to stay up to date on our AI technology and new career opportunities.

The base annual salary range for this position is specific to the United States and ranges from $75,000 - $80,000. The actual annual salary paid for this position will be based on several factors, including but not limited to: internal equity, skills, prior experiences, work location, training, company needs, and current market demands. The annual salary range for this position is subject to change and may be adjusted in the future. This position may also be eligible for salary increases, bonuses, equity awards, and benefits.