HR Administrative Assistant

Boston, MA 02108 | Direct Hire

Job ID: 5184 Category: Administrative Assistant


  • Provide administrative support to the VP of Human Resources, and Human Resources Team.

  • Prepare expense reports for team members.

  • Review inquiries and meeting requests for VP and respond or redirect.  Complete projects or other assignments as requested.

  • Mail distribution.

  • Fax, file scan, and copy documents.

  • Coordinate travel arrangements.

  • Schedule meetings and help manage team members’ calendars.

  • Schedule department meetings and maintain several agendas.

  • Schedule conference rooms and catering services.

  • Maintain and update HR’ s internal SharePoint site.

  • Prepare documentation for VP for meetings (weekly reports, quarterly reports etc.).

  • Effective coordination of all HR documents and approval of HR documents.

  • Support and coordination for HRIS project.

  • Quality control of HR reporting.

  • Preparation and follow-up for any special projects.

  • Work with Human Resources Associate to check and code vendor invoices and submit them to A/P department in a timely and accurate manner.

  • Quarterly newsletter.

  • Quarterly org charts update.

  • Managing of employee life changing events (sending flowers, baskets, etc.).

  • Cover reception desk during lunch on a rotational basis.


  • Bachelor’ s degree in Business Administration, English, Communication or related area of study (Minimum GPA 3.0).

  • 3 to 10 years of related experience, preferably in a fast-paced Human Resources, Office Services or Customer Service department.

  • Intermediate to advanced computer skills with Word, Excel, PowerPoint and Outlook calendar management (Skills test will be administered). SharePoint experience a plus. Publisher or another layout and design program a plus.

  • Excellent verbal, written, and interpersonal communication skills (Writing exercise will be administered).

  • Ability to prioritize and multi-task in a fast-paced environment; evidence of deadline orientation and time management skills.

  • Ability to exercise sound judgment and discretion and exude highest level of professionalism.

  • A high level of organization and a thorough attention to detail.

  • Demonstrated ability to support a team with enthusiasm.

  • High energy, resourcefulness, and assertiveness.

  • Capable of seeing the big picture, acting as a hub of information flow, and able to keep projects moving.

  • Creative, forward thinking and proactive problem-solver.

  • Ability to work extended hours.


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