Events Operations Specialist
Events Operations Specialist
Who are we?
Founded in the heart of Kendall Square in 2013, LabCentralis 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 logisticsand want to build the kind of vendor and partner relationships that make sustainable, high-quality event delivery possible?
LabCentralis seeking an Events Operations Specialist.This is a collaborative role partnering alongside anotherEventsOperationsSpecialist and reporting directly to the Directorof Partnerships& Strategy.Our program runs more than 300 events a year across our Cambridge sites, from small LabCentralresidentgatherings to day-longconferences.You'llbe a strong fit for this role ifyou love buildinga runofshowdetailed enough that someone else could execute successfully without your oversight. .Bonus points if you'veever 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, socialand experiential, and virtual and hybrid
- Build and maintainrun-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'sCambridge 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 contractalignment with the goal ofmaintainingexisting and building newreliable, 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 maintainthe team's operational playbooks, checklists, templates, and onboarding materials
- Identifyand implement improvements to event processes and across the events function
- Documentinformationso the team’sknowledgeis never dependent on any single person
- Manage the events calendar, ensuring accuratescheduling 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 logisticsend-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 Suiteand 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 LabCentralsites
- Ability to lift and carry a minimum of 50pounds
- Flexibility to work early mornings or evenings as needed based onthe events calendar(maintaining40-50 hoursper 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 offerin-house programmingon 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
LabCentralis 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.