Events Lead / Event Project Manager
About Wellness Together Every day, students walk into school carrying more than their backpacks. Anxiety, trauma, family stress — and for too many, no place to put it down. Wellness Together exists to change that. Since 2016, we've provided school-based mental health services to tens of thousands of students and families across California — no insurance required, no documentation barriers, no waitlist gatekeeping. We show up where kids are, and we don't turn anyone away. When you join Wellness Together, you're not supporting a mission from the sidelines. You're part of the infrastructure that makes it possible — and that includes the events team. Every conference, every gathering, every touchpoint you build creates the conditions for connection, advocacy, and impact at scale. We're guided by five values that aren't just wall art: Integrity, Excellence, Innovation, Perseverance, and Ourselves & Others. If those land for you, keep reading. Position Summary The Events Lead is a creative, organized, and strategic leader responsible for end-to-end execution of flagship, organizational, and virtual events. Reporting to the Senior Director, Outreach & Engagement, this role owns master project timelines, manages vendor and venue relationships, tracks event budgets, and ensures a cohesive attendee experience from concept to close-out.
Key Responsibilities
Event Project Management
- Serve as the primary project manager for all events — virtual, hybrid, and in-person — across all phases from initial planning through post-event close-out.
- Build and enforce comprehensive master project plans, milestone trackers, and task lists to keep all workstreams on schedule.
- Manage on-site and virtual live-event operations; serve as a calm, real-time problem-solver during execution.
Events Calendar & Workflows
- Own and maintain the organization's hosted-events calendar, ensuring all commitments are planned,
resourced, and visible to stakeholders.
- Proactively identify and flag deadline conflicts, resource gaps, and logistical bottlenecks for leadership.
Vendor & Venue Management
- Source, evaluate, and manage relationships with venues, virtual platforms, A/V providers, caterers, and technology partners.
- Negotiate contracts and serve as the primary day-to-day contact for exhibitors and vendors throughout the event lifecycle.
Budget Tracking & Reporting
- Manage detailed event budgets, track expenses in real time, and provide regular updates to leadership.
- Process invoices, coordinate payments, and ensure all expenditures are documented and reconciled post-event.
Qualifications
- Demonstrated experience managing large-scale events and conventions (500+ attendees required) across physical and virtual formats.
- Strong knowledge of venue operations, catering/BEOs, A/V, and virtual event platforms.
- Proficiency with digital project management tools and managing complex, multi-phase timelines.
- Excellent written and verbal communication skills; proven ability to build positive relationships across teams, vendors, and external partners.
- Calm, confident demeanor under pressure with proactive, dependable follow-through.
- Bachelor's degree in event management, hospitality, communications, business, or a related field preferred.
- CMP, PMP, or digital/virtual event producer certifications are a strong plus.
- Experience in a nonprofit, educational, or healthcare setting preferred.
Work Environment
- Remote/hybrid; required in-person attendance at major organizational events, including the annual flagship conference.
- Willingness to travel locally and regionally as needed during major events.
- Ability to manage physical setup and breakdown of events, including lifting up to 25–30 lbs.
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