Marketing Events Coordinator

vivi.io • Houston, TX

4d • Remote

About The Position

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.

Requirements

• 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.
• 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.

Nice To Haves

• 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.

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed