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.

Benefits

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

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools

event managementbudget managementinventory managementlogistical coordinationpre and post event evaluationscompliance with ADA guidelinesMicrosoft ExcelMicrosoft OutlookMicrosoft PowerPointMicrosoft Word

Soft Skills

excellent verbal communicationexcellent written communicationorganizational skillsattention to detailcritical thinkinginitiativemulti-taskingcreativityability to work under pressureteam collaboration

Certifications

Bachelor’s degree in Business AdministrationBachelor’s degree in HospitalityBachelor’s degree in Communication