Marketing & Business Operations Associate

About this role

Wisedocs is a fast-growing, venture-backed AI platform that transforms how insurance companies analyze claims. With ~$20M USD raised, 100+ team members globally, and 90+ customers across North America and Australia, we’re doubling revenue year over year.
Founded by experts who’ve experienced the claims process firsthand, Wisedocs combines deep domain knowledge with next-gen AI trained on 100M+ documents. Our platform turns complex medical records into clear, structured insights—backed by expert human oversight.
Join a mission-driven team building intelligent products that cut through complexity, accelerate decision-making, and make a real impact when it matters most.
Role Summary

Wisedocs ran 17 marketing events in the first half of this year alone. Panels, roundtables, client dinners, off-sites, trade shows. That pace isn't slowing down, and we need someone who can own a significant chunk of it end to end, not just show up and help set up chairs.
This role sits at the intersection of marketing execution and business operations. On event days, you're holding the plan together: venue, vendors, communications, logistics — everything that has to go right for the room to feel effortless. On office days, you're keeping the place running: stocked, organized, and ready.
This is a role for someone early in their career who wants real ownership, fast. We're looking for a proactive self-starter who thrives in a fast-paced environment, understands how events tie back to business goals, and treats each one as part of a larger strategy, not a one-off project. You'll work directly with the executive and marketing team, and touch enough of the business that growing into a Marketing, Chief of Staff, or Business Operations role is a natural next step.

What You’ll Be Doing
Events and Onsite Coordination

• Own end-to-end logistics for marketing events: venue sourcing and booking, vendor coordination, catering, AV, attendee communications, and on-site execution where local.

• Build and maintain event runsheets, timelines, and budgets; track against actuals and flag variances

• Manage RSVPs, guest lists, and follow-up communications before and after each event

• Liaise with the marketing team on event objectives, branding requirements, and post-event reporting

• Own all onsite logistics on event days: room setup and teardown, signage, supplier check-ins, and troubleshooting on the fly so leadership can focus on the room

• Assist with planning and execution of company All Hands: space booking, run-of-show coordination, document and presentation preparation, AV, catering, and day-of logistics

• Identify recurring friction points across events and build repeatable playbooks to reduce ramp-up time on future events

• Run structured post-event debriefs with attending reps using a consistent format: what worked, what didn't, and what to try for next time

• Own event list and lead handoff end to end: source, filter, and route pre-event attendee lists for outreach (working with marketing and revenue ops on enrichment), and ensure Wisedocs reps capture on-site meeting notes that get properly logged and routed to sales for follow-up

• Manage RSVPs, guest lists, and follow-up communications before and after each event

• Build and maintain event registration pages (e.g. Luma) and manage attendee registration and communications

• Coordinate travel and accommodations for the event team, ensuring cost-effective, seamless logistics

Office Management and Facilities

• Own day-to-day office management: open and prepare the office on your scheduled days, ensure common areas, meeting rooms, and the kitchen are clean, stocked, and ready

• Serve as the primary point of contact for facilities: liaise with building management and vendors on maintenance requests, repairs, access, and service tickets

• Own the snack and beverage program: track inventory, place orders, manage receipts and submit for tracking

• Maintain office supply inventory and reorder before stock runs low

• Manage incoming and outgoing mail, packages, and courier deliveries; route or flag items as needed

• Support onboarding logistics for new hires: desk setup, access cards, welcome kits

Administrative and Cross-Functional Support

• Help the team with light administrative tasks: printing, filing, data entry, scheduling support

• Flag operational gaps and propose process improvements

• Support the executive team in preparing decks, proposals and materials for internal and external presentations

• Support the executive team with event and travel schedules, calendars and coordination

What Experience We Need

• Recently graduated or in your final year of a post-secondary program (any field, though marketing, communications, business, or event management is a plus)

• Highly organized and dependable: you build the list, you work the list, you close the loop

• Energized by events, not stressed by them: you thrive when there are ten things happening at once

• Comfortable owning something from blank page to execution without heavy hand-holding

• Clear communicator across Slack, email, and in person

• Comfortable with Microsoft (excel, word, teams)

• Able to commit to 3 set days per week in-office, plus availability for events (some evenings or weekends with advance notice)

• Strong desire to build a long-term career at Wisedocs, with ambition to grow into Marketing, Business Operations, or a broader operational leadership role over time.

Nice to Have

• Previous experience coordinating events, even informally (school, clubs, volunteer, or work)
Exposure to marketing or communications work

• Comfort with basic vendor negotiation or budget tracking

• An eye for how a room looks and feels, not just whether it's technically set up

• Previous experience coordinating domestic and international shipping logistics, including cross-border shipments to the United States, customs documentation, bills of lading, and working with carriers and…