Events Coordinator

Mass Bio 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.

Mass Bio 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 Mass Bio Hub  team.

The Event Coordinator, Mass Bio Hub  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.

• 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.

• The ability to work independently, leading projects while communicating amongst a highly collaborative team and…