Workplace Experience Specialist

Company Description

About the Vibe Group

As part of the People Supergroup, Vibe’s mission is to create environments that cultivate Canva's culture and inspire us all to do the best work of our lives. As Canva grows, The Vibe Team needs to scale its operations in a way that can adapt to the ever-changing needs and complexities of the company, to take on new responsibilities and to contribute in strategic and meaningful ways. Currently, the Vibe team support several different functions including Hospitality Experience, Events and Engagement, Workplace Experience, Ground Control, and Facilities, Maintenance, and Construction.

The Vibe team cultivates Canva's culture by supporting our Canvanauts all over the world in Campuses, Hubs, and Remote work, creating and inspiring Peak Moments and empowering others to do the same, and by fostering connection. We enable Canvanauts to focus on having the most impact in their roles by having world class operations, and we make sure we all have fun along the way!

About the team

The Workplace Experience team is responsible for designing and launching many of the employee experiences and services Vibe are famous for around the world while curating a Vibe that is unique and special to Canvanauts.  Our Workplace Experience team looks after office set up and operations, food & beverage services, events & activations, plus all sorts of community engagement activities. The team are creative, hands on and know how to bring the fun!

About the role

This role in Beijing operates under a Vibe Full Function model, will independently manage all major Vibe responsibilities end-to-end, including food & beverage services, workplace operations, events, swag coordination, remote engagement, vendor management, Expense Tracking, and daily employee experience.

This role requires managing a significant amount of information, making attention to detail, time management, and prioritisation skills essential. Additionally, you will interact with numerous stakeholders, so adopting a customer service perspective will be highly beneficial.

Also, being a member of the vibe team requires a consistently creative, fun, and solution-focused mindset in order to deliver high quality experiences for all Canvanauts and stakeholders. As part of the Internal Events Team, his role requires a creative individual to design and host unique onsite activations.

Job Description

What you’ll do

Workplace Experience & Administrative Excellence

• Create a warm, inclusive, and welcoming environment for Beijing Canvanauts, visitors, and partners.

• Serve as the primary point of contact for workplace experience, employee inquiries, and office needs.

• Oversee the employee Canva Journey peak moments experience, including new hire welcome experiences, workspace setup, and onboarding tours.

• Manage mail, packages, deliveries, and general administrative workflows.

• Collaborate with the global team for Swag Customs clearance, lead local swag distribution, inventory, and tracking for the Beijing office.

• Operate and coordinate the China, Japan, South Korea, and India remote experience.

• Support finance admin tasks such as vendor payment, expense tracking, invoice collection, budget forecasting, and documentation.

• Distribution of internal communications from the Vibe team (scheduled maintenance, deliveries that might be disruptive, alerts, reminders of events, etc.).

• Provide support in creating and distributing Canvazine - Canva’s monthly e-zine for employees.

• Ad Hoc Project Support - Support team initiatives, global projects, cross-functional collaborations, and new workplace programs as needed.

Food, Beverage & Pantry Operations

• Fully own daily food & beverage services, including breakfast, lunch, snack offerings, beverages, and pantry standards.

• Manage daily snack refreshes, replenishment cycles, and supply inventory.

• Coordinate directly with food vendors on menu planning, quality control, and service feedback.

• Ensure consistent hygiene, safety, and service standards across all F&B touchpoints.

• Support or lead special food activations—seasonal meals, cultural food celebrations, and team treats.

Events, Engagement & Cultural Activations

• Plan, coordinate, and support onsite and remote events, including company-level events, festivals, workshops, community events, and cross-support event requests.

• Handle logistics end-to-end, vendors, catering, room setups, support AV/tech needs, materials preparation, and guest coordination.

• Capture content, photos, and highlights to share across internal channels.

• Management of the local Vibe event calendar.

Facilities & Vendor Management

• Liaise with building management on workplace issues and maintenance needs.

• Coordinate with workplace vendors and partners to ensure smooth operations.

• Support physical asset tracking, safety compliance, and workspace resource organization.

• Office inventory maintenance

• Cleaning team management

• Security and asset management.

• Mail Room and storage room organization.

• Ensure meeting rooms, collaboration spaces, and common areas are tidy, functional, and ready for use.

Qualifications

What we’re looking for

• 5+ years of experience in professional guest services, executive administration, office management, or similar role.

• High proficiency in both written and spoken English to support seamless collaboration with global stakeholders.

• A strong mix of organisational skills, creativity, and a genuine passion for connecting with people.

• The ability to manage multiple event requests simultaneously, juggling calendars and collaborating with various teams while maintaining attention to detail.

• Exceptional communication skills, ensuring smooth coordination with both internal teams and external stakeholders, such as nonprofit partners.

• A proactive and creative approach, with a knack for dreaming up and executing unique campus activations and experiences that enhance the workplace.

• Adaptability and resilience, thriving in a fast-paced environment, and remaining calm under pressure.

• Confidence in addressing groups, such as stepping up during team huddles or kicking off events.

• Familiarity with tools like Google Suite, Jira (or other project management software), Zoom and Slack.