Office Manager

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 â€" we're just getting started.

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 â€" we're just getting started.

RESPONSIBILITIES

  • Develop and manage end-to-end Montreal lab plans and ensure effective, on-budget execution of the lab mission
  • Lead all operational processes for the Montreal lab
  • Develop, manage, coordinate, and oversee general operational processes required of remote labs
  • Provide day-to-day coordination and quality assurance for operational projects and tasks across the Montreal lab
  • Drive internal and external process improvements across multiple teams and functions across the lab
  • Infuse the Facebook brand into the Montreal lab by creating a fun, creative and dynamic working environment
  • Office Management
    • Working with Facebook Facilities, AV, IT, and other internal teams to make sure all aspects of office are functional and running smoothly
    • Support team expansion, including recruitment activities and local coordination of interviews
    • 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
    • Making sure that snacks, lunch, catering, coffee, etc. are all ordered properly by working with our food vendors and facilities/kitchen
    • On-boarding new employees and helping them to find desks, join the right distribution lists, get into the right on-boarding programs, etc.
    • Point of contact for all internal processes including Communications, HR, Immigration, Finance, Legal and Intellectual Property
    • Manage copyright clearance and publication processes for lab members to ensure compliance
    • Organize and manage lab events (both social and research)
    • Manage the administration of all vendor and consulting contracts for lab
    • Foster relationships and maintain the contracts with universities
    • Lead all operations and administrative staff for lab and provide operational support for all employees (growth expected over time)
    • Responsible for monitoring lab budget as well as forecasting yearly expenditure
    • Responsible for providing status updates in weekly Montreal leadership meetings
    • Ensure and maintain confidentiality of all appropriate communications and documentation
  • Cross-lab Responsibilities
    • Assist with large offsite events
    • 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
  • Supporting the Team
    • Prepare purchase orders and follow up on vendor inquiries for non-standard purchases
    • Approve all purchase requests in line with budget and direction from lab lead
    • Setting up team lunches/dinners/events
    • Maintaining strong office and team culture
  • Administrative/Calendaring
    • Heavy calendar work (Outlook savvy, experience with time zones, group meetings, etc.)
    • Maintain spreadsheets, contacts, distribution lists, etc.
    • Travel coordination and planning (both domestic and international)
    • Expense submission
    • Ad hoc team calendaring and travel support (large meetings, travel, etc.)
MINIMUM QUALIFICATIONS
  • Computer experience and knowledge of Outlook
  • Experience multi-tasking and changing direction
  • Experience prioritizing multiple assignments
PREFERRED QUALIFICATIONS
  • 5+ years office manager/admin experience
  • Strong communication skills via all means of communication including telephone, email, correspondence and in person
  • Experience with events/off-sites
  • Recent experience directly supporting a large diverse team in the technology sector or in a research organization
  • Knowledge of Montreal to assist in on-boarding people new to the city
  • Proficient in French and English
Facebook is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, you may contact us at accommodations-ext@fb.com .


Back to top