Facilities - Events Planning Professional

Creative Artists Agency•Nashville, TN

2d•Hybrid

About The Position

Creative Artists Agency (CAA) is seeking an Events Planning Professional to support the day-to-day operations of the Nashville office. This role is crucial in ensuring a safe, efficient, and well-maintained workplace for employees and guests. The position involves assisting with facilities operations, space planning, office moves, vendor coordination, and internal event execution. The ideal candidate is service-oriented, highly organized, and comfortable managing multiple priorities in a fast-paced environment, contributing to operational excellence and responsive workplace support.

Requirements

3–5 years of experience in facilities, office management, workplace operations, or a related role.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Strong organizational and time management skills.
Excellent communication and interpersonal skills.
Detail-oriented with strong follow-through.
Ability to prioritize and manage multiple tasks.
Strong customer service mindset.
Adaptability in a dynamic, fast-paced environment.
Professionalism and composure under pressure.

Nice To Haves

Experience supporting office moves, vendors, or workplace events preferred.
Experience in a corporate or fast-paced office environment preferred.
Familiarity with facilities or space planning software preferred.
Basic understanding of building operations and office infrastructure preferred.

Responsibilities

Support the Facilities Lead in the day-to-day operation of the Nashville office.
Assist with facilities-related projects, improvements, and office enhancements.
Help coordinate space planning efforts and office moves to ensure efficient use of space.
Maintain seating assignments and support updates within space planning systems.
Utilize the Facilities department software to manage and track work orders and tasks.
Conduct routine office walkthroughs to identify maintenance or operational needs.
Assist in ensuring all office moves and new hire setups are completed accurately and on time.
Coordinate with building management and vendors for deliveries, maintenance requests, and compliance documentation.
Maintain organized records of facility-related activities and documentation.
Assist the Facilities Lead in preparing reports on facility operations, maintenance activities, and event support.
Help maintain weekly activity reporting and departmental metrics.
Track occupancy updates and support space utilization reporting.
Provide administrative and operational support for project updates and leadership reporting.
Coordinate with internal stakeholders and external vendors to ensure facilities readiness for events.
Assist with event logistics, including room setup, catering coordination, equipment needs, and breakdown.
Provide on-site support during events, including occasional after-hours or weekend coverage as needed.
Help ensure the office environment meets company standards during events and executive visits.
Support the planning and execution of Nashville-based internal events.
Assist with vendor coordination, supply ordering, and service scheduling.
Support invoice processing, P-Card reconciliation, and expense tracking.
Help maintain the guest office calendar and shared space scheduling.
Assist in tracking facilities-related expenses and supporting budget oversight.