Facebook Administrative Services Lead in Austin, Texas
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.
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.
Program operations/team support related
Manage and own the on-boarding and training (and associated logistics) for new hires and transfers into the program
Maintain understanding of team workload and bandwidth, and monitor ratio guidance and/or manage exceptions if necessary
Monitor the pulse and morale of the shared services team members
Support all shared services program escalations
Strive to find more opportunities to improve the service
Support quarterly reports on ratios, performance, work allocation, and leader satisfaction
Provide support in the program headcount and capacity planning process
Relationship building and cross-functional partnerships
Communicate frequently with supported leaders to build relationships, and advocate for admins as needed
Partner with other Admins across Facebook to ensure accurate leader coverage across orgs and teams
Support the coverage/backfill process to support the rest of the company (outside of shared services)
Serve as a power user of internal and external tools used by admins (Outlook, Concur, etc.), and serve as a coach to others
Serve as an expert on admin-related policies (travel, expenses) and enforce with the team as necessary
Serve as the backup for the team in the event of leaves by supporting leaders as needed
Provide regular and frequent feedback, like feature enhancements, on internal tools that would better serve the admin community
Explore opportunities to improve and streamline processes to reduce time spent on manual tasks
Partner and align with internal partners like HRBPs, Lead Admins, and the Global Admin Program team for new initiatives
Partner heavily with HRBPs, Lead Admins, and the Global Admin Program team during performance cycle season, as needed
4+ years experience as an administrative assistant
Experience handling customer situations
Experience using metrics and data
Experience in headcount planning and work allocation
Experience managing other admins
Experience managing, growing, and developing individual contributors
Experience managing contingent workers
Vendor management experience
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. Facebook is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please let us know at firstname.lastname@example.org.