Facilities Specialist – Events, MAC

Role Overview

• Coordinates and executes activities in support of meeting requirements, including but not limited to modifying room setup / breakdown as required (moving tables, chairs, etc.) and identifying pre
• and post–meeting spaces
• Manage scheduling and coordination of logistical details for conference rooms
• Assists with inventory, maintenance, and auditing of meeting spaces to ensure all equipment and supplies are in top working condition
• Supervise and direct contract personnel and outside vendors in the performance of contracted services to ensure contractual obligations are met
• Planning, design, and production of Facilities sponsored events on Illumina campuses or offsite
• Work with cross functional teams and business partners to achieve necessary event & event space goals
• Craft communication plan and all communications needed to the internal employees for promotion of said events
• Ensure compliance with insurance, legal, health and safety obligations
• Monitor and ensure quality of all event components to ensure compliance with Illumina brand standards
• Conduct pre and post event evaluations and report on outcomes, including event metrics and feedback
• Support the implementation of best practices for event programs as we scale the business
• Coordinate with other regions with planning and execution of events as needed
• Manage ServiceNow tickets
• Review, prioritize, and reserve space in Outlook for Events managed spaces
• Coordinate, order and set up biweekly meals for NorCal campuses
• Determine appropriate budget based on event parameters and effectively manage the expenses of all events to ensure adherence to budgets
• Site Event Card Management in alignment with approved budgets
• Coordinate and execute activities related to employee onboarding, offboarding and desk moves
• Coordinate furniture and move vendors
• Plan, schedule and execute related activities in collaboration with customer and other functional partners
• Manage onsite and offsite furniture inventory, budget and forecast for repairs and end of life replacement and address warranty issues as needed
• Deliver actionable plans after assessing the feasibility, cost effectiveness and other dimensions of business space requirements such as seating, meeting rooms, functional and other areas
• Ensure Work Instructions (WI), SOP’s, and department Playbooks are updated regularly
• Provide metrics and execute analysis used for decision making by upper management
• Ensure managed spaces are cleaned, organized, and safe
• Work with vendors to develop site signage that aligns with company branding and office standards
• Ensure signage complies with ADA guidelines and local regulations for placement and accessibility
• Plan, order and execute signage installations within the appropriate timeframes
• Provide support and coverage for onsite services, amenities, and team members as needed

Requirements

• Bachelor’s degree in Business Administration, Hospitality, Communication or related business fields
• 2-5 years of progressive experience managing corporate events
• Graphic and Canva experience not required but a plus
• Excellent verbal and written communication skills
• Ability to multi-task in a challenging environment
• Strong organizational skills and attention to detail
• Understanding of Microsoft Excel, Outlook, PowerPoint, and Word
• Critical thinking and initiative; ability to anticipate next steps
• Willingness to complete a broad range of administrative responsibilities ranging from entry to senior level
• Confidence in taking delegated tasks and seeking clarification when needed
• Creativity mindset, ability to pivot if needed
• Initiative-taker mindset a plus, ability to work backwards from event to ensure timeliness of execution of necessary event goals
• Physical ability to stand/walk for long periods and lift/move items up to 50 lbs
• Valid Driver’s license with clean record.

Tech Stack

• ServiceNow

Benefits

• access to genomics sequencing
• family planning
• health/dental/vision
• retirement benefits
• paid time off