Events Operations Specialist

LabCentral; Cambridge (MA); On-site; USD 57,000 - 74,000; Full time

Benefits offered by this job

Medical & Dental

Disability & Life Insurance

Flexible vacation

Parental leave

401K match

Transit Reimbursement

Wellness benefits

Tech stipend

Professional growth

Collaborative work environment

Job summary

LabCentral, based in Kendall Square, Cambridge, MA, seeks an Events Operations Specialist to manage a high-volume program of 300+ events annually across onsite and hybrid formats.

You will build run-of-show documents, coordinate logistics, and serve as the on-site point of contact for attendees, vendors, and A/V teams. The role emphasizes vendor relationships and process documentation.

Qualifications

• 2–3 years in events operations or related field.
• Experience managing end-to-end event logistics and post-event wrap-up.
• Experience sourcing vendors, venues, and external partners, including contracts.

Responsibilities

• Own end-to-end event logistics for conferences, corporate, internal, social, and hybrid events.
• Create run-of-show documents, production schedules, timelines, and briefs.
• Serve as on-site coordinator for logistics, A/V, setup, and vendor coordination.
• Coordinate spaces, materials, and equipment across LabCentral's Cambridge sites.
• Oversee virtual setups using Zoom and Teams.

Skills

Event planning

Vendor management

On-site coordination

Cross-functional collaboration

AI tools familiarity

Tools

Swoogo

Eventbrite

HubSpot

Zoom

MS Office

Job description

Events Operations Specialist

Who are we?

About LabCentral: Founded in the heart of Kendall Square in 2013, LabCentral is a network of shared laboratory spaces and scientific communities that serve as a launchpad for high-potential life-sciences and biotech start-ups. We deliver first-class facility and operational support, skilled laboratory personnel, and an expansive events program designed to add value to the community and promote connectivity- as well as the other critical services and support that early-stage companies need to begin start-up operations.

What is the role?

Are you someone who thinks in checklists and timelines without losing sight of the bigger picture? Do you love the puzzle of logistics and want to build the kind of vendor and partner relationships that make sustainable, high-quality event delivery possible?

LabCentral is seeking an Events Operations Specialist. This is a collaborative role partnering alongside another Events Operations Specialist and reporting directly to the Director of Partnerships & Strategy. Our program runs more than 300 events a year across our Cambridge sites, from small LabCentral resident gatherings to day-long conferences. You'll be a strong fit for this role if you love building a run of show detailed enough that someone else could execute successfully without your oversight. Bonus points if you've ever quietly straightened the chairs in a room at someone else's event.

What will I do?

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:

In addition to your core responsibilities, the following responsibilities are distributed across all three roles based on capacity and priority. 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

What will I bring?

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)

What do we offer?

Benefits

• Fully Covered Medical and Dental Premiums: We have you and your dependents covered, including deductible costs.
• Long and Short-Term Disability & Life Insurance: Life can be unexpected; we've got your back.
• Flexible Vacation: Enjoy the flexibility to take the time you need.
• Three Months Fully Paid Parental Leave: We'll help support you during life's important moments.
• 401K Match Up to 6% with Immediate Vestment: Know your future is secure with our 401K match.
• Transportation Reimbursements: We'll cover commuting costs for a parking pass, MBTA, or bike maintenance to help ease your commute.
• Health & Wellness: Relax and enjoy reimbursements for fitness, yoga, massage therapy, and other holistic health practices.
• Technology Stipend: To ensure you stay connected, we offer a monthly cell phone stipend as well as yearly reimbursements for cell phone repairs.
• Professional Growth: We offer a stipend for continuing education and training to invest in your career growth, and we help ease the burden of student loans by providing reimbursement.
• Fantastic Work Environment: Be inspired by colleagues and residents, and work in vibrant spaces that are stocked with a variety of snacks. Plus, we offer in-house programming on thought-provoking and diverse topics!

Compensation

Our compensation philosophy is intentional and researched to align with average market salaries; comprehensive, generous benefits to support overall well-being; and parity with our existing and future team members. Below details the value of what our compensation package may look like, but specific details pertaining to an individual will vary.

Salary range: $57-74k along with the potential to earn a bonus of 8% based on company performance.

Approximate monetary value of benefits (based off an individual – dependents increase value): $22,000.

Equal Opportunity Employer

LabCentral is committed to building teams that reflect the fabric of the city around us. We welcome all candidates regardless of race, color, ancestry, gender identity or expression, religion, national origin, sexual orientation, age, citizenship, marital status, disability, Veteran status, or any other legally protected status. Any other human expressions and experiences not mentioned here are equally welcome. If you require an accommodation, please let us know. We are proud to be an equal opportunity employer.