Event Marketing Coordinator (20 hr/wk, 6-8 mo contract)

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 has a busy events calendar across conferences, regional education events, and field events. We’re looking for an experienced, detail-oriented contractor to manage the execution details that keep those 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. This is a part-time role (15-20 hrs per week) with the possibility to flex up to 30 hours per week around major events. Your role is to own the tactical execution: tracking deadlines, coordinating vendors, managing event materials, preparing collateral, organizing logistics, and making sure each event is ready to run smoothly. This role is a fit for someone who has supported events, field marketing, trade shows, or production before and can manage multiple events at different stages at the same time. You should be comfortable handling tactical decisions independently — including booth specs, table setups, vendor timelines, sponsorship deliverables, print proofs, shipping details, and internal event prep.

What You'll Do

Event Logistics & Production

• On-site support required for select major events (estimated 1-2 per quarter), travel and expenses covered

• 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 so they have the information, materials, timelines, and escalation paths they need 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

What We're Looking For

• 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