Facilities Specialist - Events & MAC

Illumina•Hayward, CA

2d•Onsite

About The Position

This is a full-time position under the Facilities Site Services & Events group. This position is responsible for the physical and logistical coordination of corporate meetings, events, Moves/Adds/Changes (MAC) and signage activity at Illumina’s NorCal campuses (Hayward & Foster City). This role ensures seamless execution of events and workspace changes, maintaining high standards for service, compliance, and brand alignment. This position is an Onsite Role in NorCal which requires travel between campuses based on business need

Requirements

Bachelor’s degree in Business Administration, Hospitality, Communication or related business fields
3+ years of progressive experience managing corporate events
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
Physical ability to stand/walk for long periods and lift/move items up to 50 lbs
Valid Driver’s license with clean record

Nice To Haves

Graphic and Canva experience not required but a plus.
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

Responsibilities

Meeting & Event Management 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
Ensure Work Instructions (WI), SOP’s, and department Playbooks are updated regularly
MAC (Move, Adds & Changes) & Signage 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
Misc Provide support and coverage for onsite services, amenities, and team members as needed.
All listed tasks and responsibilities are deemed as essential functions to this position; however, business conditions may require reasonable accommodations for additional task and responsibilities