Events Operations Specialist

LabCentral•Cambridge, MA

6d•$57,000 - $74,000•Onsite

About The Position

LabCentral is seeking an Events Operations Specialist to join their team. This role is responsible for the end-to-end logistics of events across various formats, including conferences, corporate and internal events, social and experiential events, and virtual and hybrid events. The specialist will build and maintain run-of-show documents, production schedules, event timelines, and day-of briefings. They will also serve as the primary on-site point of contact for logistics, A/V, setup, vendor coordination, and breakdown, and coordinate event spaces, materials, and equipment across LabCentral's Cambridge sites. Additionally, the role involves overseeing virtual event setups using Zoom and Microsoft Teams. The position also entails building and managing relationships with key operational partners such as event venues, A/V providers, caterers, production, and staffing vendors, including leading vendor sourcing, negotiation, and contract alignment. The specialist will act as the operational point of contact for resident companies, sponsors, and external guests during events and support groups hosting events by setting clear expectations of process. Furthermore, the role involves building and maintaining the team's operational playbooks, checklists, templates, and onboarding materials, identifying and implementing improvements to event processes, and documenting information to ensure team knowledge is not dependent on any single person. The Events Operations Specialist will also manage the events calendar, ensuring accurate scheduling and clear visibility across all sites and teams. Shared team responsibilities include events calendar management, cross-team scheduling visibility, budget tracking and spend documentation, stakeholder communications and partner updates, and on-site troubleshooting and real-time event support.

Requirements

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
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)

Nice To Haves

Familiarity with the life sciences or startup ecosystem a bonus

Responsibilities

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
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
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
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