Facilities Specialist - Events & MAC

This full-time Facilities Specialist position within the Site Services & Events group is responsible for the physical and logistical coordination of corporate meetings, events, Moves/Adds/Changes (MAC), and signage activities across Illumina’s NorCal campuses (Hayward & Foster City). The role ensures seamless execution of events and workspace changes, maintaining high standards for service, compliance, and brand alignment, contributing to life-changing discoveries in human health.

Must Have

• Coordinate and execute corporate meetings and events.
• Manage conference room scheduling and logistics.
• Supervise contract personnel and outside vendors.
• Plan, design, and produce Facilities sponsored events.
• Craft internal event communication plans.
• Ensure event compliance with legal, health, and safety.
• Maintain event quality to Illumina brand standards.
• Manage ServiceNow tickets and Outlook space reservations.
• Coordinate biweekly meal setup for NorCal campuses.
• Manage event budgets and expenses.
• Coordinate employee moves, adds, and changes (MAC).
• Manage furniture inventory and vendor coordination.
• Develop and install site signage per brand and ADA.

Good to Have

• Graphic and Canva experience
• Creativity mindset, ability to pivot if needed
• Initiative-taker mindset

Perks & Benefits

• Access to genomics sequencing
• Family planning
• Health/dental/vision insurance
• Retirement benefits
• Paid time off

What if the work you did every day could impact the lives of people you know? Or all of humanity?

At Illumina, we are expanding access to genomic technology to realize health equity for billions of people around the world. Our efforts enable life-changing discoveries that are transforming human health through the early detection and diagnosis of diseases and new treatment options for patients.

Working at Illumina means being part of something bigger than yourself. Every person, in every role, has the opportunity to make a difference. Surrounded by extraordinary people, inspiring leaders, and world changing projects, you will do more and become more than you ever thought possible.

Basic Function and Scope of 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

Tasks and 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

Preferred Educational and Experience Background:

• Bachelor’s degree in Business Administration, Hospitality, Communication or related business fields
• 3+ 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

The estimated base salary range for the Facilities Specialist - Events & MAC role based in the United States of America is: $86,300 - $129,500. Should the level or location of the role change during the hiring process, the applicable base pay range may be updated accordingly. Compensation decisions are dependent on several factors including, but not limited to, an individual’s qualifications, location where the role is to be performed, internal equity, and alignment with market data. Additionally, all employees are eligible for one of our variable cash programs (bonus or commission) and eligible roles may receive equity as part of the compensation package. We offer a wide range of benefits as innovative as our work, including access to genomics sequencing, family planning, health/dental/vision, retirement benefits, and paid time off.

We are a company deeply rooted in belonging, promoting an inclusive environment where employees feel valued and empowered to contribute to our mission. Built on a strong foundation, Illumina has always prioritized openness, collaboration, and seeking alternative perspectives to propel innovation in genomics. We are proud to confirm a zero-net gap in pay, regardless of gender, ethnicity, or race. We also have several Employee Resource Groups (ERG) that deliver career development experiences, increase cultural awareness, and offer opportunities to engage in social responsibility. We are proud to be an equal opportunity employer committed to providing employment opportunity regardless of sex, race, creed, color, gender, religion, marital status, domestic partner status, age, national origin or ancestry, physical or mental disability, medical condition, sexual orientation, pregnancy, military or veteran status, citizenship status, and genetic information. Illumina conducts background checks on applicants for whom a conditional offer of employment has been made. Qualified applicants with arrest or conviction records will be considered for employment in accordance with applicable local, state, and federal laws. Background check results may potentially result in the withdrawal of a conditional offer of employment. The background check process and any decisions made as a result shall be made in accordance with all applicable local, state, and federal laws. Illumina prohibits the use of generative artificial intelligence (AI) in the application and interview process. If you require accommodation to complete the application or interview process, please contact accommodations@illumina.com. To learn more, visit: https://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf. The position will be posted until a final candidate is selected or the requisition has a sufficient number of qualified applicants. This role is not eligible for visa sponsorship.