Event and Workspace Coordinator

The Event and Workspace Coordinator supports the planning and execution of Institute events and day-to-day operations of designated work spaces and conference rooms, ensuring safe, compliant, and efficient use of facilities. The role coordinates room scheduling, event logistics, vendor services, audiovisual support, and onsite execution in a complex, multi-site academic medical environment. This position implements standard operating procedures for space utilizations and maintains inventories and equipment readiness.

Located in Boston and the surrounding communities, Dana‑Farber Cancer Institute is a leader in life‑changing breakthroughs in cancer research and patient care. We are united in our mission of conquering cancer, HIV/AIDS and related diseases. We strive to create an inclusive, diverse, and equitable environment where we provide compassionate and comprehensive care to patients of all backgrounds, and design programs to promote public health particularly among high‑risk and underserved populations.

We conduct groundbreaking research that advances treatment, we educate tomorrow’s physician/researchers, and we work with amazing partners, including other Harvard Medical School‑affiliated hospitals.

• Event Logistics and Execution:
  Coordinate end-to-end event logistics (room sets, audiovisual, catering, registration, accessibility) for internal users; maintain detailed event orders, floor plans, and timelines; provide onsite support for setup, live event operations, and breakdown.
• Space Scheduling and Calendar Management:
  Manage room reservations and space assignments in the enterprise scheduling system; balance priorities across clinical, research, administrative, and external users; issue confirmations and usage policies; resolve conflicts and last-minute changes. Manage AV Support inbox to answer and triage emails as needed.
• Conference Room Operations and Readiness:
  Maintain Conference Room SOPs, usage guidelines, and equipment checklists; ensure rooms are clean, set according to standards, and stocked with necessary supplies; track and coordinate preventive maintenance and repairs with Facilities and AV.
• AV and Technical Coordination:
  Serve as liaison to first-line support for audiovisual needs (projectors, microphones, hybrid/virtual meeting platforms); coordinate with AV technicians for complex setups; test equipment and connections in advance; elevate and document issues/resolutions.
• Other AV and conference services related requests as directed.

• High School Diploma required.
• Bachelor’s degree preferred in Hospitality/Events Management, Business Administration, Communications, or related discipline.
• 2 years of experience in event operations, venue/conference services, hospitality, or facilities coordination within a complex organization required (healthcare, higher education, or nonprofit preferred).
• Experience with a scheduling system, AV coordination, vendor management, and onsite event execution required.

• Knowledge of event and venue operations, including room setup standards, run-of-show execution, and post-event reconciliation in a complex, multi-stakeholder environment. Proficiency with space scheduling/calendaring tools and collaboration platforms; ability to read floor plans and produce basic room diagrams.
• Working knowledge of AV fundamentals (microphones, projectors/displays, conferencing platforms) with the ability to triage common issues and coordinate with technical teams.
• Strong organizational and time management skills with ability to manage multiple events, timelines, and stakeholders simultaneously; meticulous attention to detail and follow-through.
• Effective written and verbal communication skills; ability to produce clear event orders, vendor instructions, and client updates; professional customer service orientation.
• Ability to build positive working relationships and collaborate with other internal departments, including Facilities Operations, Security, Environmental Health & Safety, Food Services, and external vendors.
• Problem-solving skills and situational awareness to anticipate risks, adapt plans, and…