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JLL Logo JLL · Office Administration

Business Support, Events

United States, Cambridge 65000.00 - 79500.00 USD / Year · Job Posted February 20, 2026
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Job Description

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.

Job Responsibility

  • 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

Requirements

  • 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

Nice to have

  • 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

What we offer

  • 401(k) plan with matching company contributions
  • Comprehensive Medical, Dental & Vision Care
  • Paid parental leave at 100% of salary
  • Paid Time Off and Company Holidays
  • Early access to earned wages through Daily Pay
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