Event Marketing Associate

About the position

Abaka AI is hiring an Event Marketing Associate to help plan and run its events program, including participation in major AI and research conferences and hosted customer dinners, happy hours, and community meetups. The role manages event logistics, vendor coordination, schedules, and budgets, and provides on-site support to ensure events run smoothly. It also supports attendance generation, lead capture, and post-event reporting on pipeline and brand awareness.

The associate works closely with the GTM Lead and teams including business development, engineering, and design to develop events aligned with their goals. A designer supports booth assets, signage, and event collateral; design skills are not required, though an eye for aesthetics is beneficial. The role involves coordinating with colleagues across Paris, Singapore, and Tokyo, and requires adaptable cross-cultural communication. Abaka AI is headquartered in Silicon Valley, with offices and teams in Paris, Singapore, and Tokyo; this position is associated with its Mountain View office.

The position requires 1–3 years of relevant experience, with relevant internships counting, and the ability to travel approximately 25–40%, including internationally. Occasional evening or weekend work around events may be required. The base salary is \$70,000–\$90,000 annually, with eligibility for equity and a comprehensive benefits package.

Responsibilities

• Plan and coordinate logistics for Abaka AI’s presence at AI and research conferences, including booth setup, international shipping, travel, and run-of-show.
• Organize hosted customer dinners, happy hours, and community meetups, from venue sourcing and guest lists through day-of execution.
• Manage vendors such as 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 informed about deadlines and spending.
• Work with business development and marketing to drive attendance through invite lists, registration pages, email invitations, and social promotion.
• Work on-site at events, including setup and teardown, booth staffing, guest check-in, and issue resolution.
• Capture and upload event leads to the CRM and report on attendance, pipeline, and return on investment.
• Manage inventory of booth materials, signage, and branded merchandise, and coordinate with the designer on new event assets.
• Research AI events and recommend conferences and community events to attend, sponsor, or host.

Requirements

• 1–3 years of experience in event coordination, field marketing, hospitality, or a related role; relevant internships count.
• Experience with booth logistics at large academic, research, or technology conferences.
• Strong organization and project management skills, including the ability to manage many moving pieces at once.
• Clear, friendly written and verbal communication with internal teams and external vendors.
• Comfort with budgets, spreadsheets, and basic reporting.
• Basic design skills using Canva or Figma to create quick event assets.
• A proactive, low-ego attitude and willingness to handle all event-day tasks.
• Ability to travel approximately 25–40%, including international travel to major conferences, and work occasional evenings or weekends around events.
• Ability to build AI workflows and integrate tools such as Claude Cowork, Codex, and AI agents into daily work.
• Curiosity about the AI research community and desire to make a positive impact on the industry.
• Fluent or native English.
• Excitement about working from the Mountain View office.

Nice-to-haves

• Experience at a B2B, SaaS, or AI company.
• Familiarity with event platforms and CRMs.
• A keen eye for aesthetics.
• Proficiency in an additional language, such as French, Mandarin, or Japanese.

Benefits

• Equity
• Health benefits
• Dental benefits
• Vision benefits
• Paid time off (PTO)
• Flexible work schedule