Job Description

Role Description

Kira's mission is to harness transformative AI technologies to make world-class personalized teaching and learning accessible to everyone. We are a rapidly growing startup backed by top-tier Venture Capital funds including New Enterprise Associates (NEA), Andrew Ng's AI Fund, and Primavera. We’re looking for an experienced, detail-oriented contractor to manage the execution details that keep our events on track.

As our Event Marketing Coordinator, you’ll work directly with our Head of Community & Events, who owns event strategy and overall accountability. Your role is to own the tactical execution:

• Tracking deadlines
• Coordinating vendors
• Managing event materials
• Preparing collateral
• Organizing logistics
• Ensuring each event runs smoothly

What You'll Do

Event Logistics & Production

• Track key dates, deadlines, deliverables, and vendor requirements for conferences, trade shows, and field events
• Manage booth specs, display needs, table setup details, floor plans, shipping details, and event materials
• Coordinate with vendors on quotes, timelines, proofs, shipping, delivery, and follow-up
• Manage exhibitor portals, registration logistics, badge orders, service orders, and required event paperwork
• Create and maintain internal event documents, including run-of-show docs, shipping trackers, booth setup notes, contact lists, FAQs, lead capture instructions, and troubleshooting guidance
• Coordinate with Kira team members attending events to ensure they have the necessary information, materials, timelines, and escalation paths before arriving on site
• Provide remote day-of support when needed for vendor, shipping, materials, registration, lead capture, or setup questions

Swag & Materials Logistics

• Manage swag logistics, including sourcing, inventory tracking, ordering, packing, shipping, and fulfillment
• Keep event materials organized so the team knows what exists, what needs to be ordered, what has shipped, and what is still outstanding
• Track event-related vendor contracts, invoices, payment status, and finance handoffs

Design & Collateral Execution

• Make light updates to existing Canva templates and branded event materials
• Resize assets, adjust specs, create simple variations, and prepare files for review or print
• Coordinate with designers or vendors when creative work needs additional support
• Review collateral details against event specs, deadlines, and print requirements

Process & Documentation

• Build and maintain event checklists, timelines, trackers, vendor lists, and run-of-show documents
• Document repeatable workflows for conferences, field events, swag, shipping, vendor coordination, and collateral prep
• Keep event information organized in shared systems such as Notion, Google Drive, spreadsheets, or similar tools

Qualifications

• Experience supporting conferences, trade shows, field events, or event production
• Ability to manage tactical event details independently and flag issues early
• Experience coordinating vendors, print production, shipping, proofs, specs, and deadlines
• Experience tracking contracts, invoices, and payment status with finance or operations teams
• Strong organization and follow-through across deadlines, details, and moving pieces
• Clear written communication across email, Slack, and shared docs
• Working Canva skills for template updates and basic print-ready file prep
• Comfort using spreadsheets, trackers, checklists, and project management tools
• Availability for real-time collaboration during US business hours

Nice-to-Haves

• Exhibitor-side conference experience, including booth logistics, show services, drayage, and exhibitor portals
• Experience with Canva, HubSpot, Slack, Google Drive, Notion, or similar tools
• Edtech, education, community marketing, customer marketing, or field marketing experience
• Experience building event operations processes from scratch at a startup or lean team

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