Event Marketing Associate

Responsibilities

• Plan and run logistics for Abaka AI’s presence at leading AI and research conferences (e.g. NeurIPS, ICLR, CVPR, COLM, SIGGRAPH), including booth setup, international shipping, travel, and run-of-show.
• Organize hosted events such as customer dinners, happy hours, and community meetups, from venue sourcing to guest list to day-of execution.
• Manage vendors, including venues, booth builders, caterers, swag suppliers, and printers. Collect quotes, negotiate, and handle contracts and invoices.
• Build and maintain event timelines and budgets, and keep stakeholders updated on deadlines and spend.
• Work with business development and marketing to drive attendance through invite lists, registration pages on platforms like Luma, email invites, and social promotion.
• Work on-site at events: set up and tear down, staff the booth, check in guests, and solve problems as they come up.
• Capture and upload leads to the CRM (HubSpot or Salesforce) after each event, and report on attendance, pipeline, and ROI.
• Manage inventory of booth materials, signage, and branded merchandise, and work with our designer on new event assets.
• Research the AI events landscape and recommend which conferences and community events we should attend, sponsor, or host.

Requirements

• 1–3 years of experience in event coordination, field marketing, hospitality, or a related role (relevant internships count). Experience at a B2B, SaaS, or AI company is a plus.
• Experience with booth logistics at large academic, research, or tech conferences.
• Strong organization and project management skills, with a track record of managing many moving pieces at once.
• Clear, friendly written and verbal communication with both internal teams and external vendors.
• Comfortable with budgets, spreadsheets, and basic reporting. Familiarity with event platforms and CRMs is a plus.
• Basic design skills in Canva or Figma for quick event assets.
• A proactive, low-ego, “I’ll handle it” attitude. Nothing is beneath you on event day.
• Ability to travel about 25–40%, including international travel to major conferences, and to work occasional evenings or weekends around events.
• Ability to build AI workflows and integrate tools such as Claude Cowork, Codex, and AI agents into your daily work.
• Curiosity about the AI research community and a desire to make a positive impact on the industry.

Preferred

• Designer to help with booth assets, signage, and event collateral. Design skills aren’t required, but a keen eye for aesthetics is a plus.

Benefits

• The base salary for this position is $70,000 - $90,000 USD annually. Compensation may vary depending on a number of factors, including a candidate’s qualifications, skills, competencies, and experience. Base pay and variable compensation are part of the Total Package provided to compensate and recognize employees for their work at Abaka AI. This role is also eligible for equity, as well as a comprehensive benefits package (health, dental, vision, PTO, flexible work schedule).