Boston Properties Limited Human Resources Administrative Assistant in Boston, Massachusetts
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.
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.
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.
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.
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.
Department Human Resources
Type Regular Full Time
Building City & State Boston, MA
Standard Hours 40
Boston Properties is an Equal Opportunity & Affirmative Action Employer.