Event Marketing Associate

About Abaka AI

Abaka AI is built on one mission: to be the world’s most trusted data partner for AI companies. More than 1,000 industry leaders across Generative AI, Embodied AI, and Automotive AI rely on us to power their data pipelines. With our headquarters in Silicon Valley—and teams in Paris, Singapore, and Tokyo—we support global partners with fast, reliable, and scalable data solutions.

Our offerings include a diverse catalog of off-the-shelf datasets—including image, video, multimodal, reasoning, and 3D data—as well as comprehensive data collection and annotation services. Whether teams need raw data, curated datasets, or full-cycle data engineering, Abaka AI provides the foundation for building high-performance AI systems.

About the Role

As the Event Marketing Associate, you’ll help plan and run Abaka AI’s events program, from leading AI and research conferences like NeurIPS, ICLR, CVPR, COLM, and SIGGRAPH to the customer dinners, happy hours, and community meetups we host ourselves.

Your main responsibilities will be managing event logistics, coordinating with vendors, keeping timelines and budgets on track, and working on-site to make sure every event goes smoothly. You’ll also help drive attendance, capture leads, and put together post-event reports that measure the impact of each event on pipeline and brand awareness.

You’ll work closely with our GTM Lead and with other teams, such as business development, engineering, and design, to understand their goals and build event experiences that support them. You’ll have a designer to help with booth assets, signage, and event collateral. Design skills aren’t required, but a keen eye for aesthetics is a plus.

To succeed in this role, you should be extremely organized, calm under pressure, and comfortable owning many details at once. You don’t need to be an AI expert on day one, but you should be curious about the AI / LLM space and excited to learn it.

Our team is global, and you’ll often coordinate events across time zones with colleagues in Paris, Singapore, and Tokyo. You should be able to adapt your communication style to work well with people from different backgrounds and cultures.

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.

Minimum Qualifications

• 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.

• Excited about working from our gorgeous Mountain View office

• Fluent / native in English. Proficiency in an additional language (e.g. French, Mandarin, Japanese) is a plus.

Compensation & 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).