Marketing Events Coordinator

vivi.io; Houston (TX); Remote; USD 52,000 - 78,000; Full time

Job summary

Vivi is seeking an Events Coordinator to plan, coordinate, and execute trade shows, conferences, customer events, and field marketing activities.

This 100% remote role requires up to 25% travel to support conferences and events, collaborating with Marketing, Sales, vendors, and partners to ensure on-time, on-budget execution and outstanding attendee experiences.

Qualifications

• 2–5 years coordinating corporate events, conferences, trade shows.
• Experience in marketing, sales, or customer-facing roles.
• Proven ability to manage multiple projects with deadlines.
• Experience coordinating vendors and external partners.
• Experience budgeting and tracking expenses.

Responsibilities

• Coordinate logistics for trade shows, conferences, customer events, and regional programs.
• Manage event timelines, project plans, and checklists to meet deadlines.
• Coordinate registrations, attendee communications, housing information, and scheduling.
• Collaborate with Account Executives to ensure readiness before, during, and after events.
• Handle shipping logistics for booths, materials, and equipment.
• Maintain inventory of assets and giveaways.
• Track budgets, PO's, invoices, and expenses with accurate records.
• Build Excel sheets for budgeting, registrations, inventory, shipping, and reporting.
• Coordinate with venues, contractors, and partners for successful execution.
• Troubleshoot logistics and resolve issues quickly and professionally.
• Support on-site execution when needed.
• Collect post-event metrics and assist with reporting and improvements.

Skills

Event coordination

Budget management

Vendor management

Project management

Excel

Communication

Travel readiness

Tools

ExhibitDay

Salesforce

HubSpot

Job description

Overview

Vivi is the campus operating system that unifies every display and device across schools. Trusted by thousands of schools worldwide, Vivi helps schools improve teaching, strengthen communication, and enhance campus safety through a single, easy-to-manage platform.

From wireless screen sharing and digital signage to emergency alerts, live captions, and campus-wide communications, Vivi helps schools get more value from the technology they already own. Our platform empowers educators to create engaging learning experiences while giving school leaders the tools they need to communicate quickly, respond confidently, and operate more efficiently.

At Vivi, we're passionate about helping schools solve real-world challenges with simple, reliable technology. We're a global team that values collaboration, curiosity, accountability, and a commitment to making a meaningful impact for educators and students every day.

The Role

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.

Experience

• 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.