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Facebook Office Manager in Pittsburgh, Pennsylvania

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 an Office Manager to join Facebook AI Research (FAIR) in Pittsburgh. We are committed to advancing the field of artificial intelligence by making fundamental advances in scientific methods and technologies to help interact with and understand our world.

Required Skills:

  1. Develop and manage end-to-end Pittsburgh lab plans and ensure effective, on-budget execution of the lab mission

  2. Lead all operational processes for the Pittsburgh lab

  3. Develop, manage, coordinate, and oversee general operational processes required of remote labs

  4. Provide day-to-day coordination and quality assurance for operational projects and tasks across the Pittsburgh lab

  5. Drive internal and external process improvements across multiple teams and functions across the lab

  6. Infuse the Facebook brand into the Pittsburgh lab by creating a fun, creative and dynamic working environment

  7. Office Management

  8. Working with Facebook Facilities, AV, IT, and other internal teams to make sure all aspects of office are functional and running smoothly

  9. Support team expansion, including recruitment activities and local coordination of interviews

  10. Help to setup and coordinate art installations, construction, and ordering materials to help make the office a true representation of Facebook and FAIR's culture

  11. Making sure that snacks, lunch, catering, coffee, etc. are all ordered properly by working with our food vendors and facilities/kitchen

  12. On-boarding new employees and helping them to find desks, join the right distribution lists, get into the right on-boarding programs, etc.

  13. Point of contact for all internal processes including Communications, HR, Immigration, Finance, Legal and Intellectual Property

  14. Manage copyright clearance and publication processes for lab members to ensure compliance

  15. Organize and manage lab events (both social and research)

  16. Manage the administration of all vendor and consulting contracts for lab

  17. Foster relationships and maintain the contracts with universities

  18. Lead all operations and administrative staff for lab and provide operational support for all employees (growth expected over time)

  19. Responsible for monitoring lab budget as well as forecasting yearly expenditure

  20. Responsible for providing status updates in weekly Pittsburgh leadership meetings

  21. Ensure and maintain confidentiality of all appropriate communications and documentation

  22. Cross-lab Responsibilities

  23. Assist with large offsite events

  24. Assist with processes across a geographically distributed research organization (for example, organize and manage applications for a one year research residency program, or administer the publication clearing process

  25. Supporting the Team

  26. Prepare purchase orders and follow up on vendor inquiries for non-standard purchases

  27. Approve all purchase requests in line with budget and direction from lab lead

  28. Setting up team lunches/dinners/events

  29. Maintaining strong office and team culture

  30. Administrative/Calendaring

  31. Heavy calendar work (Outlook savvy, experience with time zones, group meetings, etc.)

  32. Maintain spreadsheets, contacts, distribution lists, etc.

  33. Travel coordination and planning (both domestic and international)

  34. Expense submission

  35. Ad hoc team calendaring and travel support (large meetings, travel, etc.)

Minimum Qualifications:

  1. Computer experience and knowledge of Outlook

  2. Experience multi-tasking and changing direction

  3. Experience prioritizing multiple assignments

Preferred Qualifications:

  1. 5+ years office manager/admin experience

  2. Strong communication skills via all means of communication including telephone, email, correspondence and in person

  3. Experience with events/off-sites

  4. Recent experience directly supporting a large diverse team in the technology sector or in a research organization

  5. Knowledge of Pittsburgh to assist in on-boarding people new to the city

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. 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 accommodations-ext@fb.com.

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