Event Operations Coordinator

Full-time remote role with some travel required.

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 entrepreneurs. After our first full year shipping a finished product, we've shown strong growth. This role offers hands-on experience, leadership growth opportunities, and the chance to make a tangible impact by developing and delivering cutting-edge wellness technology.

About the Role

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 logistics for a fast-paced events calendar, including vendor coordination, venue booking, inventory management, installs, and travel. It also handles budget and ROI analysis to ensure tight execution and financial tracking.

Responsibilities

• 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).
• Build team briefs for event timelines and logistics, and manage HubSpot and booking link creation and upkeep.
• Coordinate installs and setup for events and partner activations, and support Events and Sales teams on-site to ensure flawless execution.
• Manage event and marketing material inventory, from tracking and deployment through reconciliation across the calendar.
• Handle team travel logistics for all events and keep the event calendar and driver tasks current and accurate.
• Research, vet, and maintain vendor relationships, covering pricing, scheduling, and deliverables, while gathering and confirming details from partners ahead of events.
• 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.
• Organized & Systems-Minded: Manages many moving pieces across events, installs, and activations without dropping any details.
• Clear Communicator: Represents Ammortal clearly to vendors, partners, and the team, often serving as 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 systems are still being refined.
• Tech Fluent: Quickly picks up new tools and stays organized across HubSpot, Asana, Notion, and Google Drive.

Requirements

• Must Haves:
  • Able to travel, including seasonal stretches of consecutive travel days.
  • Comfortable with numbers and 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.

Schedule

Full-time remote role based in the USA.