Activation Coordinator - Remote - Nationwide

Vituity • Sacramento, CA

2d • $26 - $32 • Remote

About The Position

Provide logistical and administrative support for activations, conferences, festivals, speaking engagements, partnerships, and community events. Develop and maintain event timelines, activation plans, logistics checklists, workback schedules, and stakeholder action items. Coordinate with cross-functional teams, external event organizers, venues, vendors, sponsors, community partners, and other stakeholders. Confirm event requirements, deadlines, access details, shipping dates, setup windows, onsite contacts, and activation expectations. Support planning for activations such as Essence Festival, Martha’s Vineyard, LTOP/VCF activations, Boss Doctors, NAHSE/LTOP event, Dear Fathers events, Los Angeles festival, and South by Southwest conference. Coordinate all promotional materials, including books, bookmarks, tablecloths, signage, banners, displays, giveaways, printed collateral, and other branded materials. Maintain accurate inventory counts and identify replenishment needs in advance of each event. Coordinate ordering, production, packing, shipping, delivery, return, and storage of activation materials. Confirm that materials arrive on time, in good condition, and in the correct quantities for each activation. Organize materials so they are easy to transport, access, distribute, set up, and break down onsite. Partner with internal teams and vendors to ensure promotional materials align with approved brand standards and event requirements. Travel frequently with the CEO and/or CEO designees, live events, community activations, and executive engagements. Coordinate onsite setup and breakdown for activation spaces, including tables, books, signage, displays, stations, and promotional materials. Ensure activation spaces are organized, professional, welcoming, and ready before attendees arrive. Support onsite coordination and communication among internal partners, event organizers, vendors, and external stakeholders. Support book distribution, engagement stations, registration areas, signing opportunities, and other activation activities as needed. Troubleshoot onsite logistical issues quickly and professionally. Demonstrate flexibility and availability for occasional short-notice travel, evening events, and weekend activations.

Requirements

• Bachelor’s degree in a related field, or a combination of education and work experience that demonstrates the required knowledge, skills, and abilities required.
• Minimum one (1) year experience coordinating events, brand activations, conferences, community engagements, executive events, or related projects required.
• Experience managing event logistics, materials, vendors, timelines, and multiple stakeholders required.
• Strong project management, organizational, and time-management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple events and competing priorities while maintaining accuracy and follow-through.
• Strong attention to detail and sound judgment in fast-moving environments.
• Ability to build productive relationships with cross-functional teams and external partners.
• Proactive, dependable, resourceful, and solutions-oriented approach.
• Ability to work independently while collaborating closely with a small team.
• Comfort setting up and breaking down tables, stations, books, signage, displays, and other event materials.
• Ability to protect confidential executive and organizational information.
• Comfort working in indoor/outdoor environments with changing schedules and logistical needs.

Nice To Haves

• Prior experience supporting a brand, executive, podcast, nonprofit, foundation, community initiative, or thought-leadership platform preferred.
• Experience working directly with executives, external partners, sponsors, event organizers, and vendors preferred.
• Experience managing branded materials, inventory, shipping, event setup, and onsite activation logistics preferred.
• Willingness and ability to travel domestically with the CEO and podcast team, including occasional short notice travel preferred.
• Flexibility to work evenings and weekends in support of conferences, live events, activations, and executive engagements preferred.
• Valid driver's license and ability to transport event materials when needed preferred.

Responsibilities

• Provide logistical and administrative support for activations, conferences, festivals, speaking engagements, partnerships, and community events.
• Develop and maintain event timelines, activation plans, logistics checklists, workback schedules, and stakeholder action items.
• Coordinate with cross-functional teams, external event organizers, venues, vendors, sponsors, community partners, and other stakeholders.
• Confirm event requirements, deadlines, access details, shipping dates, setup windows, onsite contacts, and activation expectations.
• Support planning for activations such as Essence Festival, Martha’s Vineyard, LTOP/VCF activations, Boss Doctors, NAHSE/LTOP event, Dear Fathers events, Los Angeles festival, and South by Southwest conference.
• Coordinate all promotional materials, including books, bookmarks, tablecloths, signage, banners, displays, giveaways, printed collateral, and other branded materials.
• Maintain accurate inventory counts and identify replenishment needs in advance of each event.
• Coordinate ordering, production, packing, shipping, delivery, return, and storage of activation materials.
• Confirm that materials arrive on time, in good condition, and in the correct quantities for each activation.
• Organize materials so they are easy to transport, access, distribute, set up, and break down onsite.
• Partner with internal teams and vendors to ensure promotional materials align with approved brand standards and event requirements.
• Travel frequently with the CEO and/or CEO designees, live events, community activations, and executive engagements.
• Coordinate onsite setup and breakdown for activation spaces, including tables, books, signage, displays, stations, and promotional materials.
• Ensure activation spaces are organized, professional, welcoming, and ready before attendees arrive.
• Support onsite coordination and communication among internal partners, event organizers, vendors, and external stakeholders.
• Support book distribution, engagement stations, registration areas, signing opportunities, and other activation activities as needed.
• Troubleshoot onsite logistical issues quickly and professionally.
• Demonstrate flexibility and availability for occasional short-notice travel, evening events, and weekend activations.

Benefits

• Superior health plan options
• Dental, Vision, HSA/FSA, Life and AD&D coverage, and more
• Top Tier 401(k) retirement savings plans that offers a $1.20 match for every dollar up to 6% plus discretionary profit-sharing contributions (eligible January following 18 months of service)
• Generous paid time off starting 3-4 weeks’ annually
• Student Loan Refinancing Discounts
• Professional and Career Development Program
• EAP and travel assistance included
• Wellness program
• Purpose-driven culture focused on improving the lives of our patients, communities, and employees

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level