Business Support, Events

JLL•Cambridge, MA

5d•Onsite

About The Position

JLL empowers you to shape a brighter way. Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward. What this job involves: Deliver high-quality meetings and events combining strategic logistics with premium hospitality services. Support end-to-end event execution for employees, visitors, and external partners while working with senior leaders on high-profile meetings and site visits. Perfect for detail-oriented professionals who excel at creating seamless experiences. What your day-to-day will look like: • Support ALSC's mission of fostering collaboration and innovation in life sciences by managing comprehensive meeting logistics including Outlook calendar coordination, event registration systems, catering arrangements, and digital/printed signage deployment for high-profile scientific meetings, external collaborations, and executive visits • Deliver exceptional visitor experiences by welcoming guests, managing registration and badges, coordinating parking, and ensuring security protocol compliance while maintaining ALSC's reputation for excellence in scientific engagement • Coordinate scientific symposiums, pitch events, and Astellas-sponsored engagement activities both within ALSC and at external venues, ensuring seamless execution that enhances ALSC visibility and supports strategic partnerships • Support hybrid meeting execution with audiovisual setup, testing, and troubleshooting to ensure seamless onsite and remote participation, including complex global meetings with Tokyo HQ and other international sites requiring time-zone coordination and cultural sensitivity • Manage vendor contracts for catering, IT support, and logistics services, ensuring compliance with Astellas procurement policies while optimizing cost-effectiveness and service quality • Process administrative compliance documentation including ECHO requirements, purchase orders, P-Card expenses, and meeting supply inventory management, with integrated budget tracking and cost optimization reporting to support ALSC financial governance • Coordinate closely with IT and Facilities teams to ensure optimal room setup, AV readiness, and operational support for all events while maintaining alignment with ALSC's operational priorities • Serve as primary liaison with external partners including academic institutions and biotech incubators for ALSC-hosted events, managing vendor credentials verification and site access coordination • Generate detailed reports and maintain logs for visitor activity, meeting room utilization, facility metrics, and event budget analysis to support data-driven decision making and continuous improvement of ALSC operations

Requirements

High school diploma or equivalent At least 2 years of experience in customer service, hospitality, administrative support, or meeting coordination
Strong proficiency in Microsoft Office Suite, Outlook calendar management, and room booking systems
Excellent communication and interpersonal skills with professional, customer-focused demeanor and ability to work with senior executives
Exceptional organizational and time-management abilities with proven capacity to prioritize competing demands in fast-paced environments
High attention to detail with strong commitment to accuracy and quality in all deliverables
Basic audiovisual equipment operation skills and ability to troubleshoot technology issues independently or coordinate with IT support

Nice To Haves

Associate degree in hospitality, event management, business administration or related field
Prior experience in corporate, research, or professional services environments with understanding of confidentiality requirements
Experience in event planning, corporate concierge services, or high-end hospitality environments
Familiarity with R&D environments and regulatory compliance documentation processes
Certification in customer service excellence, event management, or hospitality management
Experience with digital signage tools and advanced AV systems operation

Responsibilities

Support ALSC's mission of fostering collaboration and innovation in life sciences by managing comprehensive meeting logistics including Outlook calendar coordination, event registration systems, catering arrangements, and digital/printed signage deployment for high-profile scientific meetings, external collaborations, and executive visits
Deliver exceptional visitor experiences by welcoming guests, managing registration and badges, coordinating parking, and ensuring security protocol compliance while maintaining ALSC's reputation for excellence in scientific engagement
Coordinate scientific symposiums, pitch events, and Astellas-sponsored engagement activities both within ALSC and at external venues, ensuring seamless execution that enhances ALSC visibility and supports strategic partnerships
Support hybrid meeting execution with audiovisual setup, testing, and troubleshooting to ensure seamless onsite and remote participation, including complex global meetings with Tokyo HQ and other international sites requiring time-zone coordination and cultural sensitivity
Manage vendor contracts for catering, IT support, and logistics services, ensuring compliance with Astellas procurement policies while optimizing cost-effectiveness and service quality
Process administrative compliance documentation including ECHO requirements, purchase orders, P-Card expenses, and meeting supply inventory management, with integrated budget tracking and cost optimization reporting to support ALSC financial governance
Coordinate closely with IT and Facilities teams to ensure optimal room setup, AV readiness, and operational support for all events while maintaining alignment with ALSC's operational priorities
Serve as primary liaison with external partners including academic institutions and biotech incubators for ALSC-hosted events, managing vendor credentials verification and site access coordination
Generate detailed reports and maintain logs for visitor activity, meeting room utilization, facility metrics, and event budget analysis to support data-driven decision making and continuous improvement of ALSC operations