Events Coordinator

Wonderist Agency - Dental Marketing•San Diego, CA

7d•Onsite

About The Position

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.

Requirements

Bachelor's degree in marketing, communications, hospitality, business, or a related field.
2+ years of experience in event coordination or project management, preferably in an agency or events industry setting.
Excellent written and verbal communication skills.
Strong project management abilities and meticulous organizational skills.
Proficiency with Monday.com or similar project management platforms.
Ability and willingness to travel domestically on a recurring basis, including evenings and multi-day trips.
Demonstrate a comprehensive understanding of event objectives and how each fits into our partnership and business development strategy, recognizing how each component connects to the larger picture.
Possess strong writing skills to create clear, professional emails, event briefs, vendor communications, and partner-facing correspondence.
Demonstrate the confidence and composure to lead and facilitate meetings with internal stakeholders, external partners, and industry contacts at any level.
Maintain a keen eye for detail in all aspects of event planning and execution, ensuring high-quality output and adherence to event standards, brand guidelines, and partner and client expectations.
Demonstrate strong interpersonal skills with the ability to connect with event planners, clients, and partners through various communication channels, including phone and video calls, to foster and maintain long-lasting relationships.
Events rarely go exactly as planned. This role requires someone who can adapt quickly, stay calm under pressure, and solve problems in real time without losing composure or momentum.
Effectively manage your own time and task list to drive projects forward without being prompted.
Must be familiar with and able to effectively produce social media content that reflects the Wonderist brand with consistency and quality.
Acquire and apply an understanding of dental industry dynamics and partner landscape to inform conversations and represent Wonderist credibly at events.
Continuously expand your depth of knowledge in dentistry to communicate industry-related topics with confidence.
Take pride in your work and commit to being an agent of positive change.
Put everything you have into every project, big or small, and hold yourself to a standard of excellence that reflects the Wonderist brand.
Understand the difference between "yes, and" and "yes, but."
Hungry, scrappy, and positive, someone who goes the extra mile without being asked and rises to the occasion for our partners and team consistently.
Obsessively detailed and organized, self-disciplined, and show up ready every day.
Get genuine satisfaction from a completed checklist and a perfectly executed event.
Confidence, curiosity, and a congenial presence are things we love and look for.
If you're the kind of person who needs to know everything is handled before you can relax, you'll fit right in here.

Nice To Haves

Experience with CRM systems or Monday.com.
Vendor negotiation and contract management experience.
Event logistics experience including shipping coordination, A/V setup, and booth management.
Experience working with partnerships or sponsorships.
Proficiency in social media management and content creation.
Public speaking or presentation experience in a professional setting.

Responsibilities

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.
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.
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, articulate success/unsuccess, and provide strategic recommendations for future decisions.
Provide budget variance reports and ROI analysis to leadership consistently.
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.
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.
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.
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.
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.