Event Marketing Coordinator (6 month 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. 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 DoEvent Logistics & ProductionTrack key dates, deadlines, deliverables, and vendor requirements for conferences, trade shows, and field eventsManage booth specs, display needs, table setup details, floor plans, shipping details, and event materialsCoordinate with vendors on quotes, timelines, proofs, shipping, delivery, and follow-upManage exhibitor portals, registration logistics, badge orders, service orders, and required event paperworkCreate and maintain internal event documents, including run-of-show docs, shipping trackers, booth setup notes, contact lists, FAQs, lead capture instructions, and troubleshooting guidanceCoordinate with Kira team members attending events so they have the information, materials, timelines, and escalation paths they need before arriving on siteProvide remote day-of support when needed for vendor, shipping, materials, registration, lead capture, or setup questionsSwag & Materials LogisticsManage swag logistics, including sourcing, inventory tracking, ordering, packing, shipping, and fulfillmentKeep event materials organized so the team knows what exists, what needs to be ordered, what has shipped, and what is still outstandingTrack event-related vendor contracts, invoices, payment status, and finance handoffsDesign & Collateral ExecutionMake light updates to existing Canva templates and branded event materialsResize assets, adjust specs, create simple variations, and prepare files for review or printCoordinate with designers or vendors when creative work needs additional supportReview collateral details against event specs, deadlines, and print requirementsProcess & DocumentationBuild and maintain event checklists, timelines, trackers, vendor lists, and run-of-show documentsDocument repeatable workflows for conferences, field events, swag, shipping, vendor coordination, and collateral prepKeep event information organized in shared systems such as Notion, Google Drive, spreadsheets, or similar toolsWhat We're Looking ForExperience supporting conferences, trade shows, field events, or event productionAbility to manage tactical event details independently and flag issues earlyExperience coordinating vendors, print production, shipping, proofs, specs, and deadlinesExperience tracking contracts, invoices, and payment status with finance or operations teamsStrong organization and follow-through across deadlines, details, and moving piecesClear written communication across email, Slack, and shared docsWorking Canva skills for template updates and basic print-ready file prepComfort using spreadsheets, trackers, checklists, and project management toolsAvailability for real-time collaboration during US business hoursNice-to-HavesExhibitor-side conference experience, including booth logistics, show services, drayage, and exhibitor portalsExperience with Canva, HubSpot, Slack, Google Drive, Notion, or similar toolsEdtech, education, community marketing, customer marketing, or field marketing experienceExperience building event operations processes from scratch at a startup or lean team