Event Operations Coordinator

Full-time role with remote work and some travel.

About Us

The Ammortal Chamber brings together multiple scientifically backed technologies into one experience. It is a healing technology utilized by wellness clinics, specialty spas, sports teams, and biohackers or athletes. We are a small team with a startup culture, combining engineers, health professionals, and startup entrepreneurs. After our first full year shipping a finished product, we've shown strong growth. This role offers hands-on experience, opportunities to grow into leadership, and the chance to make a tangible impact by developing and delivering cutting-edge wellness technology. You'll collaborate across disciplines to innovate and shape technologies that enhance well-being for our clients.

What is this role and why does it exist?

The Event Operations Coordinator ensures Ammortal is executed with excellence at every event by driving the operational side of our brand activations. This role owns the logistics—vendors, venues, inventory, installs, and travel—all tracked and running on schedule. It also manages the budget and ROI analysis for each event, ensuring tight execution both operationally and financially. This is a detail-heavy role in a social, fast-moving environment.

Responsibilities

• Event Execution & Logistics: Own logistics for recurring activation events, including booking vendors and venues, managing restocks, and coordinating staffing, resources, and scheduling (e.g., booking links, airstream restock, marketing orders).
• Reporting & Systems: Build team briefs for event timelines and logistics, and own HubSpot and booking link creation and upkeep.
• Install & Activation Support: Coordinate installs and setup for events and partner activations, and support Events and Sales teams on-site to ensure flawless execution.
• Inventory Management: Manage event and marketing material inventory, from tracking and deployment through reconciliation across the calendar.
• Travel & Calendar Management: Handle team travel logistics for all events and keep the event calendar and driver tasks current and accurate.
• Vendor & Partner Coordination: Research, vet, and maintain vendor relationships, covering pricing, scheduling, and deliverables, while gathering and confirming details from partners ahead of events.
• Budget & ROI Analysis: Own event budget management and ROI analysis end-to-end, including capturing post-event feedback and comparing actual results versus projections.

Skills

• Detail Oriented: Catches small errors before they become problems, especially when tracking inventory, budgets, and vendor details across a full calendar.
• Organized & Systems Minded: Manages many moving pieces across events, installs, and activations without dropping any of them.
• Clear Communicator: Represents Ammortal clearly to vendors, partners, and the team, as this role is often the external point of contact.
• Calm Under Pressure: Solves problems as they arise and keeps events on track when plans shift last minute.
• Adaptable to Evolving Process: Comfortable adjusting as workflows change, since our systems are still being refined.
• Tech Fluent: Picks up new tools quickly and stays organized across them, as this role uses HubSpot, Asana, Notion, and Google Drive daily.

Requirements

• Must Haves:
  • Able to travel, including seasonal stretches of consecutive travel days.
  • Comfortable with numbers; able to build and maintain budget and ROI analysis accurately.
  • Background in event logistics, vendor management, or operations.
• Nice To Haves:
  • Customer service instinct.
  • Design or marketing sensibility.
  • Experience in a fast-paced, high-social environment such as hospitality or logistics.

Benefits

• Pay Range: $60,000 - $75,000
• Travel: 1-3 times per month depending on event seasonality.
• Health Benefits: 80% of health, dental, and vision insurance covered.
• Equity: 15,000 options vesting over 4 years with a 1-year cliff.
• Paid Time Off: Unlimited.
• Location: Remote, USA.