[Hiring] Client Onboarding & Events Coordinator @Ampa

Role Description

Working at Ampa is a rare chance to help transform global mental health and save millions of lives — a level of impact that demands deep commitment. Success here requires resilience, adaptability, and the discipline to put in long hours. If you thrive in a high-intensity, fast-changing environment and want your work to truly matter, you may do the best work of your life here.

Ampa is hiring a highly organized, detail-obsessed Client Onboarding & Events Coordinator to own the logistics behind two key drivers of growth: getting the Ampa One neuromodulation device into clinics, and positioning Ampa at key conferences and events.

You’ll run the deployments calendar from the first scheduling call through post-go-live follow-up, working with clients, Clinical Deployment Specialists, Manufacturing and our clinical team. You’ll also own our conference and marketing events calendar end to end, from registration and booth logistics to attendee communication and follow-up.

The role requires someone who is very structured, anticipates problems early, and makes sure nothing falls through the cracks. If you love a well-run calendar and a confirmed checklist, this role is for you.

Key Responsibilities

• Deployment Scheduling & Logistics
  • Own the master deployments calendar across all client accounts.
  • Coordinate scheduling between clients, Clinical Deployment Specialists and internal clinical team members.
  • Confirm and reconfirm every deployment date, training session and go-live meeting.
  • Spot and resolve scheduling conflicts before they escalate.
  • Coordinate travel for deployment staff, including flights, lodging and itineraries.
  • Create client accounts in the Ampa system ahead of each deployment.
  • Guide clients through remote device testing several days before the deployment team arrives.
  • Confirm clients have purchased all required accessories before deployment.
  • Conduct a remote review of each deployment room to confirm space, furniture and setup meet requirements.
  • Make sure every pre-deployment requirement is complete before go-live.
• Client Onboarding Coordination
  • Serve as the primary logistics contact for clients during onboarding.
  • Schedule onboarding calls, training sessions and milestone meetings.
  • Send calendar invites, confirmations, reminders and follow-ups.
  • Keep organized records of client communications and deployment milestones.
  • Make sure clients always know the timeline, what’s expected of them and what happens next.
• Conferences & Marketing Events
  • Own the annual conference and events calendar in partnership with Marketing and Sales.
  • Manage registrations, sponsorship deliverables, booth reservations, deadlines and vendor contracts.
  • Coordinate the shipping and arrival of booth materials, device demo units, and swag so everything arrives on time and in working order.
  • Build detailed event itineraries, and occasionally coordinate travel and lodging for event attendees.
  • Run event communications: pre-event outreach, meeting scheduling with prospects and KOLs, invitations, reminders and post-event follow-up.
  • Coordinate on-site events for Ampa staff such as dinners and client get-togethers.
  • Track event budgets and log results in HubSpot.
  • Run post-event debriefs and turn what we learn into better playbooks for the next one.
  • Work with the events organizers to book next year’s booth as soon as possible, usually during the event itself.
  • Own the sales leads collection, using the events’ and Ampa’s systems, and make sure the leads end up in HubSpot according to the SOP.
• Cross-Functional Alignment
  • Work with Operations, Clinical Deployment, Manufacturing, Marketing and Sales to align availability and readiness.
  • Track deployment and event readiness and raise risks early.
  • Keep internal systems accurate and up to date.
• Process & Documentation
  • Build and maintain standard tracking systems, checklists and playbooks for deployments and events using Ampa’s standard tools, e.g., ClickUp, Google Drive, etc.
  • Monitor KPIs such as deployment timing, reschedule rates, completion rates and event ROI.
  • Continuously improve how we work, and hold yourself and others to the process.

Qualifications

• 2+ years in operations, scheduling, logistics, event coordination, or healthcare/medical device administration.
• Exceptional organization and attention to detail.
• Proven ability to manage complex, multi-party scheduling across time zones.
• Strong written and verbal communication skills.
• Comfortable running many workstreams in parallel, with hard deadlines, without losing precision.
• Highly reliable, with strong follow-through and ownership.
• Comfortable working independently in a fully remote environment.

Requirements

• Experience planning or coordinating trade shows, medical conferences or industry events.
• Experience supporting healthcare providers, medical device teams or clinical environments.
• Experience in a startup or high-growth company.
• Familiarity with HubSpot, ClickUp, project management tools or scheduling software.

Benefits

• Impact: Directly enable the rollout of life-changing mental health technology.
• Ownership: Play a central role in how Ampa shows up for customers and the market.
• Growth: Get broad exposure across Operations, Clinical, Marketing and Sales in a high-growth company.
• Equity: Meaningful equity as an early contributor to Ampa’s expansion.

Logistics

• Work Mode: Fully Remote (U.S.-based)
• Travel: Minimal (occasional internal travel may be required)
• Compensation: Competitive based on experience + equity
• Employment Type: Permanent, Full-time
• Department: Growth