Administrative Specialist Lead

Meta is seeking a highly motivated, skilled Lead to join the Admin Specialist Program team as an Administrative Specialist Lead. This role will be responsible for managing a growing team of Admin Specialists, and supporting complex and high-volume calendaring, travel planning, and expense reporting for a number of leaders. The core focus of this team is to provide high touch administrative support to executives across the organization. The day-to-day responsibilities of the team will primarily be focused on services like calendaring, travel and expenses. As the Lead for this group, you will be expected to monitor the bandwidth of your reports, and act as an expert and source of knowledge for the team. This role also involves interacting with executive leader groups and requires an ability to partner with internal teams across the business. This person will need to execute in a fast-paced environment, be highly organized, have proven communication skills, and have the ability to build and use data for reporting metrics. This person should also have the ability to juggle multiple priorities. This role is full-time and in office.

Administrative Specialist Lead Responsibilities:

• Provide high-volume calendaring, travel, expense support, and Administrative services during designated support hours
• Manage complex calendars and schedule internal and external meetings for multiple leaders
• Schedule and manage recurring and ad-hoc meetings and room bookings across campuses
• Establish ongoing relationship and communications with leaders to learn business priorities and apply to support
• Partner with leaders and other Administrative Assistants for meeting coordination
• Provide proactive time management recommendations to leaders
• Coordinate domestic and international travel arrangements via Concur
• Prepare and submit corporate card expense reports
• Manage/Lead a team of Admin Specialists as well as support leaders
• Maintain an understanding of team workload and bandwidth, and enforce the ratio guidance and/or manage exceptions if necessary
• Maintain adherence to the scope of program and ensure SLAs are being met
• Maintain an understanding of team and individual performance and quality of service
• Develop and maintain program documentation and guidelines in partnership with Admin Specialist Managers
• Provide regular and frequent feedback and coaching to individual team members
• Partner with Admin Specialist Managers to address Admin Specialist Program escalations
• Monitor the pulse and morale of the Admin Specialist Program team members
• Manage the coverage process in support of the Admin Specialist Program team
• Maintain frequent communication with supported leaders to build relationships and advocate for Administrative Specialists
• Provide support in the headcount and capacity planning process for the Admin Specialist Program
• Manage the on-boarding and training (and associated logistics) for new Administrative Specialists
• Serve as an expert on Company and Admin-related policies and guidelines (e.g. travel and expenses) and enforce with the team
• Act as a subject-matter-expert in Administrative best practices, tools, and processes
• Serve as a power user of internal and external tools used by Admins (Outlook, Concur, etc.), and serve as a coach to others
• Stay on the pulse of Administrative community updates and maintain documentation shared with the team
• Provide Administrative coverage for Admin Specialists and their clients as needed

• 5+ years experience in an administrative role
• 5+ years of relevant experience providing administrative support to 2 or more executives
• 5+ years of relevant experience managing calendars for 2 or more executives
• Experience prioritizing multiple tasks and activities
• Experience with Microsoft Office, Google Suite, Concur or similar programs
• Experience exercising judgment and discretion while utilizing company policies and practices to determine appropriate action
• Experience leading or managing individuals or a small team
• Experience mentoring, growing, and developing individual contributors
• Experience managing bandwidth and balancing workloads of multiple individuals
• Experience handling critical client situations

• Experience supporting 3+ more executives simultaneously
• Experience building relationships across a larger company
• 5+ years of experience coordinating travel logistics on behalf of 3 or more executives
• 5+ years of experience managing expense reports
• Proven customer focus, preferably in a customer service or front of house environment
• Experience leading or managing Administrative Assistants or workers with similar backgrounds
• Experience working on a shared services team
• Bachelor of Arts or Bachelor of Science degree
• Experience using metrics and data, and experience telling a story with data BA/BS
• Experience working with stakeholders across different timezones
• Fluent in Hebrew, Arabic, and English