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Administrative Specialist

@Meta - Tokyo
operations
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Details:

Job Description:


Meta is seeking an Administrative Specialist to join our Global Administrative Specialist program team. This role will support complex and high-volume calendaring, travel planning, and managing expense reports for a number of clients. The Admin Specialists provide support to clients across the Company and its locations. This role is full-time and located in Japan.

Responsibilities:


  • Provide high-volume calendaring, travel, and expense support

  • Provide Admin services during designated support hours to focus on admin work/life balance

  • Manage complex calendars for up to six clients in multiple locations

  • Schedule internal and external meetings for multiple clients

  • Schedule and manage recurring and ad-hoc meetings and room bookings across campuses

  • Learn and utilize internal and external tools to provide calendar support

  • Establish ongoing relationships and communications with clients to learn business priorities and apply to support

  • Partner with clients and other Administrative Assistants for meeting coordination

  • Provide proactive time management recommendations to clients

  • Coordinate domestic and international travel arrangements via Concur

  • Prepare and submit corporate card expense reports

  • Maintain program scope of support within agreed-upon service level agreements

  • Educate and inform clients on program goals, scope, and service level agreements

  • Draft and send communications to clients about transitions or changes in support

  • Provide coverage support for Admin Specialist colleagues

  • Collaborate with global Admin Specialist colleagues on best practices and knowledge sharing

Minimum Qualifications:


  • 2+ years of experience providing administrative support to 2 or more executives

  • 2+ years of experience managing calendars for 2 or more executives

  • 1+ years of experience managing expense reports

  • Experience prioritizing multiple tasks and activities

  • Experience exercising judgment and discretion while utilizing company policies and practices to determine appropriate action

Preferred Qualifications:


  • 1+ years of experience coordinating travel logistics on behalf of 2 or more executives

  • Experience with Microsoft Office and/or Google Workspace

  • 1+ years of customer service experience

  • 1+ years of high-volume coordination experience (shared services, recruiting coordination)
    Experience building relationships across a larger company

About Meta:


Meta builds technologies that help people connect, find communities, and grow businesses. When Facebook launched in 2004, it changed the way people connect. Apps like Messenger, Instagram, and WhatsApp further empowered billions around the world. Now, Meta is moving beyond 2D screens toward immersive experiences like augmented and virtual reality to help build the next evolution in social technology. People who choose to build their careers by building with us at Meta help shape a future that will take us beyond what digital connection makes possible today—beyond the constraints of screens, the limits of distance, and even the rules of physics.

Meta is committed to providing reasonable support (called accommodations) in our recruiting processes for candidates with disabilities, long-term conditions, mental health conditions, sincerely held religious beliefs, or who are neurodivergent or require pregnancy-related support. If you need support, please reach out to accommodations-ext@fb.com.
Language Requirements:
English: none     Japanese: none