• Human Resources Administrative Assistant, Talent Acquisition & Onboarding

    Boston PropertiesBoston, MA 02133

    Job #1070827126

  • Essential Functions

    Talent Acquisition

    • Greet and welcome candidates interviewing in Boston.

    • Post open positions on internal and external job boards.

    • Coordinate and schedule phone interviews and in-person interviews.

    • Setup conference calls and video interviews.

    • Coordinate candidate travel when applicable.

    • Proactively take responsibility for calendar management utilizing good judgment and initiative to prevent conflicts.

    • Add candidates to visitor security.

    • Coordinate candidate travel when applicable.

    • Maintain data and prepare weekly recruiting reports.

    • Research, analyze, prepare and present hiring statistics.

    • Manage applicant flow in Applicant Tracking System to include all dispositions from initial resume review through hiring.

    • Assist with collecting and consolidating candidate feedback.

    • Assist with maintaining partnerships with universities and colleges and other talent acquisition pipelines for employees and interns.

    • Manage pre-employment process; application completion, background checks and reference checks.

    • Draft offer letters, transfer letters and promotion letters for TA team.

    • Under the direction of Talent Acquisition Business Partner, conduct internet sourcing for critical roles.

    Onboarding

    • Ensure a smooth onboarding process for both new hires and the hiring manager by being the primary point of contact.

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

    • Coordinate new employee orientations on a weekly basis with collaboration from the regional teams.

    • Complete new hire paperwork for the Boston Region and Corporate office. Initiate and collect new hire paperwork from the Regional Office Managers.

    • Collect and prepare confidential employee information including new hire paperwork, promotions, transfers and separations.

    Support to Senior Vice President, Human Resources

    • 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, transferring, conferencing and routing calls in a professional manner.

    • Receive and interact with incoming visitors.

    HR Department Support (responsibilities shared with Administrative Assistant, Benefits)

    • Provide prompt, courteous and accurate customer service to employees, applicants, vendors and consultants.

    • Monitor timekeeping (eTime), approve and sign-off for HR department.

    • Respond to inquiries on toll-free HR line and direct calls.

    • Monitor HR email box, respond or direct emails.

    • Monitor and maintain HR department calendar and department members' calendars.

    • Open office doors / cabinets.

    • Order office supplies.

    • Open and distribute mail.

    • Assist with department travel as needed.

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

    Non-Essential Functions

    • Filing/shredding, photocopying/scanning, ordering office supplies.

    • Provide back-up support to AA (Benefits) as needed.

    Requirements and Qualifications

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

    • 2+ years of progressively responsible administrative experience preferred.

    • Previous experience in Human Resources highly desirable.

    • Ability to multi-task and prioritize in a fast-paced environment.

    • Demonstrated ability to work proactively, both independently and part of a team, and ability to achieve results without close supervision.

    • 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 communication skills.

    • Observes confidentiality guidelines at all times, with a high degree of professionalism, discretion and respect for sensitive situations.

    • Proficiency with Microsoft Office (Word, Excel, PowerPoint), and ability to use data to generate reports and presentations.

    • Previous experience using a Human Capital Management (HCM) 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 operation of a computer or answering the phone.

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

    • Involves movement between departments to facilitate workflow.

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

    Internal and External Contacts

    • Regularly interfaces in both verbal and written form with all levels of professionals (800 employees in multiple locations) regarding wide range of employee matters. Many matters are confidential in nature.

    • Regularly interfaces with external consultants and vendors.

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