Events Coordinator

MassBio; Cambridge (MA); On-site; USD 65,000 - 70,000; Full time

Benefits offered by this job

Employer-sponsored 401(k)

Competitive healthcare plans

Job summary

MassBio is seeking an enthusiastic and service-oriented Events Coordinator to join MassBioHub, supporting planning and execution of conferences and meetings for our member organizations.

You will manage day-of logistics, coordinate with vendors and internal teams, and ensure exceptional hospitality for members and executives, with a flexible schedule including early mornings and late nights.

Qualifications

• Bachelor’s degree preferred; relevant event or hospitality experience accepted.
• Minimum 2 years of event experience, preferably in corporate or hospitality settings.
• Strong communication, verbal and written, with professional appearance.
• Ability to manage multiple projects and deadlines.
• Proficiency with Word, Excel, PowerPoint; mail merges a plus.

Responsibilities

• Serve as the primary day-of contact for meetings and events in the Hub.
• Welcome hosts, members, executives, and guests with high service.
• Coordinate with the Event Manager for on-site setup, vendor coordination, and adjustments.
• Oversee vendors and setups, ensuring timely delivery and breakdown.
• Assist with room setups and testing of A/V equipment.
• Support planning meetings, site visits, and pre-event coordination.
• Maintain cross-functional collaboration with internal teams for events.
• Adapt schedules to accommodate early mornings or late nights as needed.

Skills

Event coordination

Hospitality experience

Customer service

Vendor coordination

Education

Bachelor’s Degree preferred

Job description

MassBio is a not-for-profit organization founded in 1985. Our mission is to advance

Massachusetts’ leadership in the life sciences to grow the industry, add value to the healthcare

system, and improve patient lives. We represent the premier global life sciences and healthcare

hub in the world, with 1,700+ members dedicated to preventing, treating, and curing diseases

through transformative science and technology that brings value and hope to patients.

MassBio has a prestigious, member-only conference and business center, dedicated to providing

a unique and unparalleled experience for our member companies. We offer state-of-the-art

facilities, impeccable service, and a tranquil environment, making us the premier choice for

business events, conferences, and meetings. As we continue to expand our presence, we are

seeking an enthusiastic and service-oriented Events Coordinator to join our MassBioHub team.

The Event Coordinator, MassBioHub will be a key member of the team supporting the planning

and execution of events and contributing to the overall success of the conference center.

Reporting to the Senior Hub Sales and Operations Manager, this role will focus on delivering

exceptional event experiences through seamless coordination, attention to detail, and strong

customer service. The ideal candidate is a motivated, organized, and hands-on collaborator with

2+ years of event coordination or hospitality experience, who is comfortable managing multiple

events and priorities while working closely with members and internal teams to ensure each

event runs smoothly from planning through execution.

Key Responsibilities

• Serve as the primary day-of point of contact for meetings and events held in the Hub, ensuring seamless on-site execution from setup through breakdown.
• Welcome and support event hosts, members, executives, and guests, providing a high level of service throughout each event.
• Partner closely with the Event Manager to translate event plans into successful on-site execution, including room setups, timelines, vendor coordination, and last-minute adjustments.
• Coordinate day-of logistics with preferred vendors, including catering and bartending, audio/visual production, photography, and event rentals.
• Oversee vendor deliveries, setup, service, and breakdown to ensure all event elements are completed accurately and on schedule.
• Coordinate with day porter staff to ensure meeting and event spaces are set up according to specifications and ready on time; assist with hands-on room setup and changes as needed.
• Support the setup, testing, and troubleshooting of event technology and audio/visual needs, coordinating with A/V technicians when required.
• Provide hands-on operational support for high-profile meetings and events, including those involving C-Suite and D-Suite leaders, members, and external partners.
• Anticipate and resolve day-of event needs, serving as a knowledgeable resource for hosts and stakeholders throughout the event.
• Collaborate cross-functionally with Hub and internal teams to support internal and external meetings, events, site visits, and other event-related needs.
• Participate in weekly team meetings to review upcoming events, communicate operational requirements, and ensure the Hub team is prepared for the week ahead.
• Support the Event Manager with planning meetings, site visits, and pre-event coordination as needed, while serving as the primary hands-on lead for day-of execution of external Hub bookings.
• Ability to have a flexible schedule, differing week to week, to include early mornings and late nights as needed and based on member/team needs.

Key Attributes to Success

• The ability to work independently, leading projects while communicating amongst a highly collaborative team and maintaining an approachable, positive, and problem-solving.
• Predict and respond to any possible obstacles that occur in the planning process. Know how to address and communicate effectively with the members while making well-educated suggestions on how to accommodate their needs.
• Maintain a high level of customer service and hospitality in all interactions with fellow colleagues, members, and visitors alike; during site visits, planning meetings, conference.
• Be proactive and take on tasks without having to be instructed; consistently deliver exceptional hospitality experiences to MassBio’s members. Strive to exceed member expectations in the fast-paced, ever-changing industry that our members are a part of.
• Positive, high energy with extreme attention to detail for all aspects of event and operational needs.
• Ability to multitask and adapt quickly in high-distraction environments.

Qualifications

• Bachelor’s Degree preferred; relevant work experience can substitute for a college degree
• A minimum of 2 years of Event experience required, preferably in a hospitality setting
• Exceptionally service oriented with professional verbal and written communication skills
• Ability to manage multiple projects and work assignments from a variety of staff and member representatives
• Proficiency using the latest versions of Microsoft Word, Excel, PowerPoint, Access,and mail merges; email and web searches
• Demonstrated ability to work across cross functionally to achieve strategic goals
• High level of detail orientation with excellent organizational, time management and
• Proven ability to work independently, manage multiple priorities, shift priorities when necessary, and meet deadlines

Physical Requirements

• Ability to work on a laptop or computer monitor for extended periods of time
• While performing the duties of this job, the employee is frequently required to sit; stand; walk; use hands; talk and hear
• Ability to lift up to 25 lbs

Compensation

• The expected salary range for this role is $65,000-$70,000 per year. Offer amounts are based on experience, qualification, training, market considerations, and other job-related factors permitted by law. Benefits include an employer-sponsored 401(k) and competitive healthcare plans.

At MassBio, our team strives every day to provide support and services to our full range of

members in order to give them and the Massachusetts life sciences ecosystem the best chance

to succeed and bring new, breakthrough cures and therapies to patients around the world. As

the type and number of our members grow, we are constantly shifting and expanding our

services and offerings to best fit our membership. We embrace diversity, equity, and inclusion in

everything we do at MassBio. As an equal opportunity employer, we are committed to building

a team with a variety of backgrounds, skills and views to best serve our members and ultimately