Business Support, Events

What this job involves: Deliver high-quality meetings and events combining strategic logistics with premium hospitality services. Support end-to-end event execution for employees, visitors, and external partners while working with senior leaders on high-profile meetings and site visits. Perfect for detail-oriented professionals who excel at creating seamless experiences.

What your day-to-day will look like:

• Support ALSC's mission of fostering collaboration and innovation in life sciences by managing comprehensive meeting logistics including Outlook calendar coordination, event registration systems, catering arrangements, and digital/printed signage deployment for high-profile scientific meetings, external collaborations, and executive visits
• Deliver exceptional visitor experiences by welcoming guests, managing registration and badges, coordinating parking, and ensuring security protocol compliance while maintaining ALSC's reputation for excellence in scientific engagement
• Coordinate scientific symposiums, pitch events, and Astellas-sponsored engagement activities both within ALSC and at external venues, ensuring seamless execution that enhances ALSC visibility and supports strategic partnerships
• Support hybrid meeting execution with audiovisual setup, testing, and troubleshooting to ensure seamless onsite and remote participation, including complex global meetings with Tokyo HQ and other international sites requiring time-zone coordination and cultural sensitivity
• Manage vendor contracts for catering, IT support, and logistics services, ensuring compliance with Astellas procurement policies while optimizing cost-effectiveness and service quality
• Process administrative compliance documentation including ECHO requirements, purchase orders, P-Card expenses, and meeting supply inventory management, with integrated budget tracking and cost optimization reporting to support ALSC financial governance
• Coordinate closely with IT and Facilities teams to ensure optimal room setup, AV readiness, and operational support for all events while maintaining alignment with ALSC's operational priorities
• Serve as primary liaison with external partners including academic institutions and biotech incubators for ALSC-hosted events, managing vendor credentials verification and site access coordination
• Generate detailed reports and maintain logs for visitor activity, meeting room utilization, facility metrics, and event budget analysis to support data-driven decision making and continuous improvement of ALSC operations
  
  

Required Qualifications:

• High school diploma or equivalent
  
  

At least 2 years of experience in customer service, hospitality, administrative support, or meeting coordination

• Strong proficiency in Microsoft Office Suite, Outlook calendar management, and room booking systems
• Excellent communication and interpersonal skills with professional, customer-focused demeanor and ability to work with senior executives
• Exceptional organizational and time-management abilities with proven capacity to prioritize competing demands in fast-paced environments
• High attention to detail with strong commitment to accuracy and quality in all deliverables
• Basic audiovisual equipment operation skills and ability to troubleshoot technology issues independently or coordinate with IT support
  
  

Preferred Qualifications:

• Associate degree in hospitality, event management, business administration or related field
• Prior experience in corporate, research, or professional services environments with understanding of confidentiality requirements
• Experience in event planning, corporate concierge services, or high-end hospitality environments
• Familiarity with R&D environments and regulatory compliance documentation processes
• Certification in customer service excellence, event management, or hospitality management
• Experience with digital signage tools and advanced AV systems operation
  
  

Location: Cambridge MA

Work Shift: M-F: 8am to 5pm(Flexibility: may vary depending on the needs.

Salary/Comp: 31,50 to 38,22$