Events Operations Specialist

Core Responsibilities

• End-to-end event logistics: Own logistical delivery for events across all formats: conferences, corporate and internal, social and experiential, and virtual and hybrid
• Build and maintain run-of-show documents, production schedules, event timelines, and day-of briefings
• Serve as the primary on-site point of contact for logistics, A/V, setup, vendor coordination, and breakdown
• Coordinate event spaces, materials, and equipment across LabCentral's Cambridge sites
• Oversee virtual event setups using Zoom and Microsoft Teams

Vendor & External Partner Relationships

• Build and manage relationships with key operational partners: event venues, A/V providers, caterers, production, and staffing vendors
• Lead vendor sourcing, negotiation, and contract alignment with the goal of maintaining existing and building new reliable, high-quality supplier base that supports program volume
• Serve as the operational point of contact for resident companies, sponsors, and external guests during events
• Support groups hosting events by setting clear expectations of process

Operational Infrastructure & Process Documentation

• Build and maintain the team's operational playbooks, checklists, templates, and onboarding materials
• Identify and implement improvements to event processes and across the events function
• Document information so the team's knowledge is never dependent on any single person
• Manage the events calendar, ensuring accurate scheduling and clear visibility across all sites and teams

Shared Team Responsibilities

• Events calendar management and cross-team scheduling visibility
• Budget tracking and spend documentation
• Stakeholder communications and partner updates
• On-site troubleshooting and real-time event support

Desired Qualifications

• 2–3 years of experience in events operations, coordination, or a closely related field (ideally across multiple event formats and volumes)
• Demonstrated experience managing event logistics end-to-end, from planning through day-of execution and post-event wrap-up
• Experience sourcing and coordinating with vendors, venues, or external partners (including scheduling, contracts, and follow-through)
• Proficient in Microsoft Office Suite and experience with event management platforms (Swoogo, Eventbrite, or similar) for registration and calendar management
• Comfort using AI tools in your day-to-day work and interest in finding where they take friction out of event operations
• Familiarity with CRM systems, HubSpot preferred
• Familiarity with the life sciences or startup ecosystem a bonus

Work Environment

• Fully onsite in Cambridge, MA
• Ability to move through office and event environments during setup and breakdown
• Ability to travel locally between LabCentral sites
• Ability to lift and carry a minimum of 50 pounds
• Flexibility to work early mornings or evenings as needed based on the events calendar (maintaining 40-50 hours per week is standard)