We are seeking an Operations and Events Coordinator to lead events coordination and overall support for day-to-day operations in the Eric and Wendy Schmidt Center (EWSC). The Eric and Wendy Schmidt Center is enabling a new field of interdisciplinary research at the intersection of the data and life sciences, aimed at improving human health. Our researchers and partners work together to make the biological questions of our time key drivers for foundational advances in machine learning - and vice versa. Given the nature of this role, we require this person to be on-site 4 days a week, with flexibility as it relates to event support. Reporting to the Associate Director, this critical role will have the following responsibilities:
* Identify event requirements and scope, and create and manage event timelines and budgets
* Execute all administrative and logistical tasks required to organize virtual and on-site events smoothly, including scientific conferences, board meetings, monthly colloquia, weekly seminars
* Serve as primary contact for speakers for all Center events, including coordination of invites, communicating travel policies, arranging travel logistics in partnership with the Financial Specialist, tracking responses and following up as needed for bios, title talks, etc.
* Responsible for all day-of logistics for events, including booking conference rooms, catering, reserving restaurants for lunch/dinner, sending and tracking invitations for 1:1 meetings with the speaker, ensuring a full agenda
* Support vendor and supplier selection and negotiation, and work with other Schmidt Center staff on payment set-ups. Will be responsible for liaising with vendors and the Institute's Purchasing and Facilities departments regarding purchasing and set-up for events.
* Communicate with scientific and non-scientific personnel to facilitate day-to-day group operations
* Work with Center fellows to identify and track speakers of interest, and provide instructions to Center fellows who serve as speaker hosts.
* Support logistical needs for Center fellows who host research group meetings, journal clubs, Schmidt Center group meetings, Coffee Socials, etc.
* Support Assoc Director in developing, planning, and executing partnership events that align with Schmidt Center goals and drive engagement.
* Assist with content creation for event websites, social media, communications plans, and marketing campaigns.
* May oversee support staff for large events
* Contribute to diverse projects and operational tasks requiring sound judgment.
* Coordinate the logistics for the Schmidt Center recruitment processes, including postdocs and students, including scheduling interviews, tracking candidate progress, and maintaining up-to-date records across all hiring stages.
* Onboard new members of the Center, including serving as Affiliate Coordinator for appointment processing, extensions, etc.
* In collaboration with other Center staff, maintain up-to-date records of all current fellows and unpaid affiliates, including key details such as start- and end dates, in the organizational census and Workday
* Makes speaker and visitor travel arrangements in coordination with other staff members
* Respond to routine correspondence under manager's review
* Schedules meetings or events including room reservations, ordering food, audio/visual setup
* Generate reimbursements for travel and food related expenses; submits to Finance
* Other related tasks as required
Required skills:
* Excellent communication skills and the ability to interact professionally with all levels of staff and external contacts required
* Excellent organization and time management skills
* Ability to track multiple deadlines at once and independently follow up on outstanding items
* Must be able to use sound judgment to solve routine issues
* Experience with word processing, spreadsheet, and various presentation software
* Must be able to use sound judgment to solve routine issues
* Solid understanding of AV and IT setups, including virtual platforms such as Zoom webinars and presentation setups, e.g. PowerPoint, Keynote, PDF, and ability to quickly solve technical problems
* Experience with Project Management tools such as Asana desirable
* Familiarity with MailChimp, EventBrite highly desirable
* Ability to work as part of a multidisciplinary team
* Ability to work in a fast-paced and challenging work environment, with demonstrated flexibility and calm demeanor with last-minute changes and demands
* Highly detail oriented
* Must possess a positive attitude, be team-oriented, ambitious, quality-driven, and of the highest integrity
* Flexible availability required to support occasional late afternoon events and early morning set-ups
Minimum qualifications:
* Bachelor's Degree required
* Minimum of 1 year of related event coordinator/support experience
* Experience working in an academic or research setting is preferred
The Broad will not offer Visa Sponsorship for this role.
Broad Institute
Sep 08, 2025