Boston Properties Limited Human Resources Administrative Assistant in Boston, Massachusetts

Job Description

Human Resources Administrative Assistant

This position willprovide high-level administrative and project support to Senior Vice President, Human Resources and also provides overall support for the pre-employment/ employee onboarding process for the HR department.

Essential Functions

Support to Senior Vice President, Human Resources

  • Work closely and effectively with SVP to keep informed of upcoming commitments and responsibitilies, following up as appropriate.

  • Manage and maintain SVP’s schedule, appointments and travel arrangements.

  • Proactively identify and effectively resolve meeting conflicts.

  • Monitor, screen, respond to and distribute incoming communications.

  • Answer and manage incoming calls, manage phones, transferring, conferencing and routing all business related calls in a professional manner.

  • Receive and interact with incoming visitors.

  • File and retrieve documents and reference materials.

  • Complete detailed expense reports.

  • Create, format and edit correspondence, communications, presentations and other documents with minimal direction.

  • Provide advanced Microsoft Office Support (Outlook, Word, Powerpoint and Excel).

  • Research, prioritize and follow up on incoming matters and determine appropriate course of action, referral or response, including those of a sensitive or confidential nature.

  • Proactively manage assigned project work from conception to completion with a clear focus on meeting deliverable deadlines and prioritize conflicting needs appropriately.

  • Communicate and collaborate effectively with HR department to ensure coordination of workflow as directed.

Employment Support

  • Post open positions on internal and external job boards.

  • Manage applicant flow data in the Applicant Tracking System (iCIMS) to include all dispositions from initial resume review through interviews and hiring decision.

  • Manage distribution and pre-screening process; applications, background checks and reference checks.

  • May assist with scheduling in-person or phone interviews.

  • Generate and draft offer letters, transfer letters and promotion letters.

  • Generate notifications to new hires and to internal departments for onboarding set-up.

  • Track recruiting activity by running and updating weekly reports.

  • Track recruiting expenses by region each quarter.

  • Track, collect and prepare confidential employee information including new hire paperwork, promotions, transfers, and separation paperwork.

  • Oversee the annual collection and tracking of performance management documentation.

  • Assist in the coordination of other recruiting activities and administrative support to the HR generalists, as needed.

HR Department Support (responsibilities as needed to back-up Administrative Assistant, HR Operations)

  • Monitor timekeeping (eTime), approve and sign off for HR group, as needed.

  • Respond to inquiries on toll free HR service line and direct calls, as needed.

  • Monitor HR general mailbox, respond to or redirect emails, as needed.

  • Coordinate and set-up Boardroom AV equipment for various meetings/trainings.

  • Coordinate department meetings, visitor pre-clearance, conference room reservations, conference calls, catering, etc. for HR department members.

Non-Essential Functions

  • Filing/shredding, photocopying/scanning, ordering office supplies and ordering catering for miscellaneous meetings.

  • Provide back-up support to Administrative Assistant (HR Operations), as needed.

  • Occassional reception back-up support for the Receptionist, as needed, as part of the administrative team.

Requirements and Qualifications

  • A High School diploma or equivalent educational certification required. BA/BS strongly preferred.

  • 2+ years of progressively responsible administrative experience preferred.

  • Previous experience in Human Resources highly desirable.

  • Ability to multitask and prioritize a heavy workload in a fast-paced, constantly changing environment is required.

  • Demonstrated ability to work proactively, independently, achieve results without close supervision, and also work effectively as part of a team is essential.

  • Demonstrated practical, hands-on, “can-do” approach.

  • Strong analytical and problem-solving skills.

  • Ability to interface with all levels of employees.

  • Demonstrated commitment to and proficiency in a customer service culture.

  • Proven organizational skills and attention to detail.

  • Excellent verbal and written communications skills.

  • Ability to observe confidentiality guidelines at all times and demonstrate a high degree of professionalism, discretion and respect for sensitive situations and data is critical.

  • Exhibits and champions excellence in work and a willingness to embrace change.

  • Proficiency with Microsoft Office to include Word, Excel and PowerPoint. Also, proficiency in manipulating data to generate reports and presentations.

  • Proficiency in using an HRIS system is desirable.

  • Flexibility with schedule and ability to work beyond regular business hours.

Physical Requirements

  • Involves work of a general office nature usually performed sitting such as answering the phone and operation of a computer.

  • Involves work of a general office nature usually performed standing such as operation of a photocopier and a fax machine.

  • Involves movement between departments to facilitate workflow.

  • May be required to occasionally lift 10-15 lbs.

ID 2018-2066

Department Human Resources

Type Regular Full Time

Building City & State Boston, MA

Standard Hours 40

Boston Properties is an Equal Opportunity & Affirmative Action Employer.