Events & Operations Associate

Engine; Cambridge (MA); On-site; USD 48,000 - 72,000; Full time

Job summary

The Engine is seeking an Events & Operations Associate in Cambridge, MA to manage a wide range of events and programs. This in-person role reports to the Program Manager and collaborates with teams across programs, marketing, operations, and leadership to deliver exceptional guest experiences.

You will oversee logistics from inquiry through execution, coordinate with vendors and internal teams, and help build scalable processes that keep complex schedules running smoothly in a fast-paced

Qualifications

• 2–5 years of experience in event management, operations, hospitality, project management, or related fields.
• Exceptional organizational and time management skills, with the ability to manage multiple priorities without losing attention to detail.
• Strong written and verbal communication skills.
• Comfortable operating in a highly collaborative, fast-paced environment.
• Strong sense of ownership and consistent follow-through.
• Experience with event operations, venue coordination, or hospitality is strongly preferred.
• Experience with project management or CRM tools (e.g., Monday.com, HubSpot) is a plus; familiarity with AI tools is a bonus.

Responsibilities

• Manage inbound event inquiries and lead planning from intake through execution.
• Develop proposals, timelines, run-of-shows, and cope planning documents.
• Coordinate logistics including room setup, AV coordination, catering, signage, staffing, security, and vendor management.
• Provide basic AV support, including microphones, presentations, and event visuals; partner with AV vendors on maintenance and troubleshooting.
• Conduct tours for prospective and confirmed event groups.
• Serve as the on-site point person during events to ensure smooth execution and a high-quality guest experience.
• Manage event calendars, scheduling, budgets, invoices, and operational details across multiple concurrent events.
• Lead post-event follow-up, reporting, and continuous process improvement.
• Partner with cross-functional teams to execute startup and community programming.
• Support workshops, speaker events, CEO gatherings, investor events, and ecosystem convenings, including flagship programs such as Blueprint, Whiteboard, and Tough Tech Week.
• Provide front desk and on-the-ground support during high-traffic events and as needed.
• Strengthen systems and processes that improve coordination and operational excellence.
• Contribute to a welcoming, professional, and mission-driven experience for residents and guests.
• Build and maintain organized project management systems, tools, and documentation.
• Coordinate across stakeholders while proactively identifying risks, gaps, and timeline dependencies.
• Communicate clearly and professionally with founders, partners, vendors, sponsors, and guests.
• Drive consistency and strong execution standards across all events and programs.

Skills

Event planning

Operations coordination

Budgeting

Vendor management

Communication

Cross-functional collaboration

Tools

Monday.com

HubSpot

Job description

About The Engine

The Engine, built by Massachusetts Institute of Technology, is a nonprofit Tough Tech incubator and accelerator supporting startups building solutions in areas like climate, human health, advanced computation, and industrial transformation.

Our infrastructure, programming, and network help startups move breakthrough technologies from the lab into scalable companies with real-world impact. In addition to supporting resident startups, The Engine hosts hundreds of events each year that bring together founders, investors, researchers, policymakers, and industry leaders from around the world.

Position Summary

We are looking for a highly organized, detail-oriented Events & Operations Associate to manage and execute a wide range of events and programs at The Engine. This role reports to the Program Manager and collaborates closely with teams across programs, marketing, operations, and leadership.

This role sits at the intersection of hospitality, operations, project management, and community experience. You will oversee events hosted in The Engine’s conference and gathering spaces from initial inquiry through execution, while also supporting internal programming and cross-functional initiatives for our startup community.

The right person for this role thrives in fast-moving environments, communicates clearly and professionally, and loves bringing structure and calm to complex logistics. You should be comfortable managing multiple timelines, working across stakeholders, and ensuring details do not fall through the cracks.

This is an in-person role based in Cambridge, MA and requires regular on-site event support, including support outside of regular business hours (e.g., early mornings and evenings).

Event Management & Execution

• Manage inbound event inquiries and lead planning from intake through execution
• Develop proposals, timelines, run-of-shows, and cope planning documents
• Coordinate logistics including room setup, AV coordination, catering, signage, staffing, security, and vendor management
• Provide basic AV support, including microphones, presentations, and event visuals; partner with AV vendors on maintenance and troubleshooting
• Conduct tours for prospective and confirmed event groups
• Serve as the on-site point person during events to ensure smooth execution and a high-quality guest experience
• Manage event calendars, scheduling, budgets, invoices, and operational details across multiple concurrent events
• Lead post-event follow-up, reporting, and continuous process improvement

Internal Programs & Community Support

• Partner with cross-functional teams to execute startup and community programming
• Support workshops, speaker events, CEO gatherings, investor events, and ecosystem convenings, including flagship programs such as Blueprint, Whiteboard, and Tough Tech Week
• Provide front desk and on-the-ground support during high-traffic events and as needed
• Strengthen systems and processes that improve coordination and operational excellence
• Contribute to a welcoming, professional, and mission-driven experience for residents and guests

Operations & Coordination

• Build and maintain organized project management systems, tools, and documentation
• Coordinate across stakeholders while proactively identifying risks, gaps, and timeline dependencies
• Communicate clearly and professionally with founders, partners, vendors, sponsors, and guests
• Drive consistency and strong execution standards across all events and programs

Qualifications

• 2–5 years of experience in event management, operations, hospitality, project management, or related fields
• Exceptional organizational and time management skills, with the ability to manage multiple priorities without losing attention to detail
• Strong written and verbal communication skills
• Comfortable operating in a highly collaborative, fast-paced environment
• Strong sense of ownership and consistent follow-through
• Experience with event operations, venue coordination, or hospitality is strongly preferred
• Experience with project management or CRM tools (e.g., Monday.com, HubSpot) is a plus; familiarity with AI tools is a bonus