Events Coordinator

Job Description:

The Events Coordinator will play a crucial role in executing Wonderist Agency's event commitments. In this position, you will be responsible for managing events, creating and tracking budgets, creating and distributing marketing event materials, coordinating event-related content, and serving as a primary point of contact for conference organizers, venue contacts, vendors, and referral partners in the industry. You will work alongside and at times ahead of the Partnerships and Events Manager, planning and executing 30 to 50 events annually with varying depth and complexity. This hands-on role requires someone who owns their deadlines without being asked twice, anticipates problems before they arise, and can efficiently juggle competing priorities without losing momentum.

Essential Functions:

• Event Planning and Coordination: Own the complete lifecycle of events from contract execution through post-event wrap-up, spanning industry conferences, partner events, and internal strategic gatherings. Manage the Monday events board, coordinate all registrations, track event spend and budgets, maintain vendor relationships, and ensure all event deadlines are met proactively and without prompting. Execute on-site logistics including setup, booth management, and event representation. As this role grows, it will expand to include full ownership of planning and producing Wonderist-hosted events from concept through execution, including internal team experiences and client-facing events built and run entirely by our team.‍
• Project Management and Prioritization: Manage multiple events and workstreams simultaneously using Monday.com as the primary tool to track milestones, deadlines, and dependencies. Move work forward independently, communicate progress proactively, flag risks early, and keep all stakeholders aligned across every active project.‍
• Budget Management and Event ROI Reporting: Create and manage event budgets from forecast through reconciliation. Track all expenses in real time, coordinate invoice payments with the finance team, and maintain accurate financial records. Analyze event performance beyond the numbers. You must confidently articulate what made an event successful or unsuccessful and provide strategic recommendations for future decisions. Provide budget variance reports and ROI analysis to leadership consistently.‍
• Event Logistics and Execution: Manage event preparedness including shipping logistics, inventory management, packing, and tech equipment coordination. Anticipate logistical gaps before they become day-of problems and ensure every event detail is confirmed and accounted for ahead of time. Collaborate on the vision and ordering process for event booth materials, team wardrobe, and branded swag to ensure Wonderist shows up consistently and on-brand at every event. Manage and train booth setup teams to ensure Wonderist shows up consistently on-brand.‍
• Travel, Event Representation, and Presenting: Domestic travel is a required and recurring component of this role, and events often do not follow a 9 to 5 schedule. You can expect early mornings, late nights, partner dinners, and multi-day trips as a normal part of the job. You will travel domestically on a consistent basis to attend industry conferences, partner events, and networking opportunities, representing Wonderist professionally and enthusiastically on-site alongside our teams and partners. Responsibilities extend beyond attendance and include event setup and takedown, attending partner dinners, and facilitating engaging networking experiences. ‍
• Partner Relationship Management: Serve as a secondary point of contact for partners involved in events, fostering strong connections and ensuring partner needs are met. Schedule meetings, coordinate partner participation at events, and prepare partner gifts for event-related opportunities. Proactively flag partner needs to the Partnerships and Events Manager before they are raised, and maintain consistent touchpoints that strengthen relationships through event collaboration.‍
• Event Marketing Support: Collaborate with the Partnerships and Events Manager and Director of Business Development on event strategies. Traffic materials, coordinate landing pages, schedule presentations, and gather behind-the-scenes footage, testimonials, and event recaps to support comprehensive event marketing initiatives. Bring ideas to the table, not just execution. Ensure seamless delivery of event marketing across all touchpoints.‍
• Event Social Media Management: Create and coordinate event-related content for Wonderist's social media channels, writing captions, filming with team members, and submitting final content for edits. Ensure timely posts across all social accounts to amplify the Wonderist brand and event presence.‍
• Event Brief and Documentation Management: Maintain comprehensive event briefs for all events, ensuring all stakeholders have access to critical information including schedules, attendee lists, shipping tracking, budget details, and post-event recaps. Update Monday boards consistently and maintain organized digital files for all event contracts, materials, and documentation. Own this system completely. It should never require a follow-up to be current.

Core Competencies

• Authentic Relationship Building: Demonstrate genuine interest in people and natural ability to build trust quickly. You excel at reading people, understanding their needs, and creating meaningful connections that lead to long-term partnerships.
• Bold Business Development Mindset: Comfortable initiating conversations, presenting to groups, and pursuing opportunities without waiting for permission. You're a self-starter who sees potential partnerships everywhere and has the confidence to make the ask.
• Presentation & Communication Skills: Confidently present Wonderist's services to individuals and groups. Articulate value propositions clearly, tell compelling stories, and represent the agency professionally in all settings.
• Dental Industry Knowledge: Acquire and apply deep understanding of dental practice operations, industry politics, key players, and partnership landscape. Continuously expand knowledge to speak credibly with industry leaders, consultants, and influencers.
• Obsessive Attention to Detail: Track multiple partner relationships simultaneously without dropping details. Remember personal information, follow through on commitments, and maintain meticulous records in CRM systems.
• Adaptability & Go-With-The-Flow Mindset: Thrive in ambiguous situations where you're building something from scratch. Comfortable pivoting strategies when partnerships aren't developing as expected and creative in finding new approaches.
• Time Management & Organization: Effectively manage your partnership portfolio, track action items across multiple relationships, and prioritize outreach based on partnership potential and strategic goals.
• Team Collaboration: Work seamlessly with Partnerships & Events Manager to align on strategy, with sales team on partner-referred leads, and with account management on partner client escalations. You're a team player who shares credit and seeks input.
• Ability to Adhere to and Embrace Wonderist Agency's Core Values: Take pride in your work and commit to being an agent of positive change. Put everything you have into building partnerships that deliver mutual value.

Personality Musts:

Our perfect fit is someone who is a natural connector who lights up when meeting new people and genuinely enjoys building relationships. You should be bold and scrappy with a positive attitude and hunger to bring in new business. You're the person who strikes up conversations everywhere, remembers details about people, and follows through on commitments.

You need to be authentically you - we don't want someone playing a role or using sales tactics that feel inauthentic. Your genuine interest in people and desire to create win-win partnerships should shine through naturally.

But relationships alone aren't enough—you need a winner mentality and hunger to hit goals. You're motivated by metrics, tracking referral activity, and seeing your partnership portfolio grow month over month. You get excited about data: conversion rates, referral trends, partnership ROI. Numbers tell you a story about what's working and what needs to pivot, and you use that information to refine your approach and win bigger.

You thrive on variety and autonomy - building a partnership portfolio from scratch means you'll have freedom to test approaches, but you need to be self-motivated enough to create your own structure. You're competitive with yourself, constantly trying to beat last quarter's numbers and prove what's possible. Resilience is essential - not every partnership prospect will pan out, and you need to bounce back quickly without getting discouraged. The difference between a good week and a great one motivates you, and you don't need external pressure to push for results—you create that drive internally.

You balance people skills with performance obsession—you genuinely care about building authentic relationships AND you're relentless about achieving measurable outcomes. If you can't get fired up about both a great partner conversation and beating your referral target, this role isn't for you.

Minimum Qualifications:

• Bachelor's degree in business, marketing, communications, or related field
• 3+ years of experience in sales, business development, or partnership roles
• Dental industry experience strongly preferred (practice management, consulting, industry associations, dental sales)
• Proven track record of developing new business relationships and hitting growth targets
• Excellent presentation and public speaking skills
• Strong interpersonal skills with ability to build rapport quickly
• Proficiency with CRM systems (Monday.com preferred)
• Comfortable with travel for events and partner meetings

Bonus Points for Applicants With…

• Lives in or near San Diego (proximity to our Liberty Station office is a plus)
• Existing relationships within the dental industry (consultants, coaches, associations, vendors)
• Experience working with referral partner programs or affiliate marketing
• Experience presenting at conferences or industry events
• Understanding of dental practice marketing challenges and solutions
• Familiarity with dental practice management software and technology
• Track record of exceeding sales quotas or partnership goals