Event Coordinator

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 auto