Facebook Administrative Services Lead in Austin, Texas

Intro:

Facebook's mission is to give people the power to build community and bring the world closer together. Through our family of apps and services, we're building a different kind of company that connects billions of people around the world, gives them ways to share what matters most to them, and helps bring people closer together. Whether we're creating new products or helping a small business expand its reach, people at Facebook are builders at heart. Our global teams are constantly iterating, solving problems, and working together to empower people around the world to build community and connect in meaningful ways. Together, we can help people build stronger communities - we're just getting started.

Summary:

Facebook is seeking a highly motivated, skilled Administrative Assistant/Admin Shared Services Lead to join the Admin Shared Services Team. This role will be responsible for supporting multiple executives as well as acting as Lead and mentor to a newly created team of Administrative Specialists located in our Austin, TX office.

The core focus of this team, which consists of both full-time and contingent workers, is to provide high-touch administrative support to executives across the Facebook organization. The day-to-day responsibilities of the team will be focused on services like calendaring, travel and expenses. As a Lead supporting the program, you will be expected to perform similar duties while monitoring bandwidth of your team and acting as an expert and source of knowledge for the team.

This role also involves interacting with executive client groups and requires an ability to advise and influence various internal teams across the business. This person will need to be comfortable executing in a fast-paced environment, be highly organized, have strong communication skills, and be able to use data for reporting metrics, alignments and allocation. This person should also have the ability to juggle multiple priorities, operate and streamline core processes.

This role is full-time and located in Austin, TX.

Required Skills:

  1. Program operations/team support related

  2. Manage and own the on-boarding and training (and associated logistics) for new hires and transfers into the program

  3. Maintain understanding of team workload and bandwidth, and monitor ratio guidance and/or manage exceptions if necessary

  4. Monitor the pulse and morale of the shared services team members

  5. Support all shared services program escalations

  6. Strive to find more opportunities to improve the service

  7. Support quarterly reports on ratios, performance, work allocation, and leader satisfaction

  8. Provide support in the program headcount and capacity planning process

  9. Relationship building and cross-functional partnerships

  10. Communicate frequently with supported leaders to build relationships, and advocate for admins as needed

  11. Partner with other Admins across Facebook to ensure accurate leader coverage across orgs and teams

  12. Support the coverage/backfill process to support the rest of the company (outside of shared services)

  13. Admin-related work

  14. Serve as a power user of internal and external tools used by admins (Outlook, Concur, etc.), and serve as a coach to others

  15. Serve as an expert on admin-related policies (travel, expenses) and enforce with the team as necessary

  16. Serve as the backup for the team in the event of leaves by supporting leaders as needed

  17. Additional responsibilities

  18. Provide regular and frequent feedback, like feature enhancements, on internal tools that would better serve the admin community

  19. Explore opportunities to improve and streamline processes to reduce time spent on manual tasks

  20. Partner and align with internal partners like HRBPs, Lead Admins, and the Global Admin Program team for new initiatives

  21. Partner heavily with HRBPs, Lead Admins, and the Global Admin Program team during performance cycle season, as needed

Minimum Qualifications:

  1. 4+ years experience as an administrative assistant

  2. Experience handling customer situations

  3. Experience using metrics and data

  4. Experience in headcount planning and work allocation

Preferred Qualifications:

  1. BA/BS

  2. Experience managing other admins

  3. Experience managing, growing, and developing individual contributors

  4. Experience managing contingent workers

  5. Vendor management experience

Industry: Internet

Equal Opportunity: Facebook is proud to be an Equal Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state and local law. If you need assistance or an accommodation due to a disability, you may contact us at accommodations-ext@fb.com or you may call us at +1 650-308-7837.