LOOKING FOR STELLAR TOP CANDIDATES

Position: Event Coordinator
Working Hours: Full-Time│Overlap with US PST Business hours; flexibility around event dates
Search Location: Philippines or South Africa
Salary: $1,300 -2,300 USD/ month (varies based on skill set and experience level)
: The Final Salary Offer depends on the client’s decision, interview results, and experience

About the Client:

Our client is an AI platform for functional, integrative and longevity clinics. We turn complex patient data into personalized care and take hours of admin off clinicians' plates. We're a fast-moving, seed-stage team of about 15, working with 85+ clinics after raising a $9.3M seed round in 2026. (Formerly Vibrant Practice.)

About the Role:

Events are one of the main ways we meet clinicians and grow the business. The Event Coordinator owns our event calendar end to end, usually 5–10 events in motion at once, ranging from 200 to 8,000 attendees. You'll work closely with our Executive Operations lead, our Director of Growth and our CEO.

Type: Full-time, remote
Hours: Solid overlap with US Pacific business hours; flexibility around event dates
Reports to: Executive Operations (tbc)

Role Responsibilities:

Conferences and exhibits (the core of the role)

Plan and run our presence at medical conferences where we exhibit and speak.
Own exhibitor registration and portal deadlines, booth and furniture orders, and onsite setup needs.
Coordinate shipping of booth materials to venues and advance warehouses, with tracking and backups.
Book hotels, flights and ground transport for our team; register attendees and plan booth staffing.
Support our CEO's speaking engagements: bios, headshots, slides, AV needs, dry runs and schedules.

Hosted and virtual events

Plan partner dinners, cocktail events and quarterly team offsites: venues, vendors, menus, invites.
Set up webinars and podcasts: registration pages, speaker links, reminders, recordings and follow-up.

Project management

Build and maintain reverse timelines and checklists for every event in Notion.
Keep leadership updated with clear, concise status reports that flag risks early.
Track event budgets, vendor invoices and payments.
After each event, gather leads for the growth team and help measure return on investment.
Turn repeat events into templates so we never start from scratch.

Design and collateral (on the fly)

Create social graphics for upcoming events and recaps in Canva or similar tools.
Prepare and review proofs for swag, merchandise, booth backdrops and printed collateral.
Work with printers and vendors on specs, proofs and lead times.
Draft short event copy: invites, flyers and announcements.

Requirements:

4+ years in event coordination, event management or production, with events you owned end to end.
Experience with conferences, trade shows or exhibitor booths, including shipping and
vendor coordination.
Strong timeline and budget management across several events at once.
Clear, proactive written English and comfort working remotely with US leadership.
Comfortable in Notion, Google Workspace and a CRM; uses AI tools to work faster

Strongly Preferred:

Hands-on design experience in Canva, Figma, Claude Design or Adobe Creative Suite, with samples to share.
Experience producing swag, merchandise or printed materials, including print-ready files and proofs.
Webinar experience (Riverside, StreamYard, Zoom Webinar, etc).
Background in healthcare, wellness or startup environments.

Also considered :

Senior Executive Assistants who meet the must-haves above and have either owned event projects end to end or supported a CEO or founder at a startup.

Not a fit :

Candidates whose experience is mainly executive assistance with little or no event ownership.

Your first 90 days

Days 1–30: Shadow our current events, learn our Notion event hub, and take ownership of one smaller event. 2.
Days 31–60: Own logistics for our Q4 conferences and build repeatable templates.
Days 61–90: Run events end to end on your own, working directly with internal and external stakeholders.

NOTE: We prioritize the processing of one application at a time. If you have applied for multiple job openings within our organization, we kindly request that you direct any update inquiries to the team responsible for handling your initial application

PLEASE NOTE:

→ We are looking for candidates based in South Africa, or the Philippines.
→ Please note that we process only one active application at a time—if you’ve applied for multiple roles, kindly direct any updates to the team handling your first application.
→ To start processing, submit your resume in English.
→ The final offer will be at the client’s discretion and will depend on your interview performance, skills, and experience.

Event Coordinator - 65076991327