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Whether you're an investment professional, an expert in sales or a technology specialist, you'll find a culture at MFS that supports you in doing what you do best. Our employees work together to reach better outcomes, always favoring the strongest idea over the strongest individual. We put people first and show care and compassion for our community and each other. Because what we do matters - to us as valued professionals and to the millions of people and institutions who rely on us to help them build more secure and prosperous futures.
Job Description MFS is seeking an Office Assistant /Front Desk Receptionist (dual role) to interact with vendors, guests, candidates and employees, in addition to a variety of administrative duties. This person will be a part of the Talent Acquisition team and provide support across the HR Department.
Acts as the first point of contact for guests coming into MFS. Professionally greets and assists guests and ensures they are appropriately met and escorted by their host.
Quickly, efficiently and seamlessly work around unforeseen mishaps; which could include scheduling conflicts, unexpected absences, overbooked rooms, miscommunication with arrival times.
Resolve issues in a way that allows the guest(s) to be unaware of any disruption.
Responsible for entering visitor information into building the security system, if needed. Liaise with building security to ensure that guests are directed to proper floors and handle any logistical questions.
Answers and direct incoming phone calls in a professional and friendly manner.
HR Administrative Support:
Provides administrative support to HR Management Team as well as back up support for the HR Leadership Team. This includes work of varying levels of complexity across the HR department.
Responsible for scheduling and organizing broader HR meetings - booking rooms, ordering food and handling all logistics
Work with Corporate Travel to assist with the department travel needs.
Process MFS unemployment claims and employment verifications in an efficient and timely manner.
Work to sort and distribute the department's incoming mail, as well as handling shipping requests and deliveries.
Coordinates necessary service calls for equipment and facility management needs, in addition to ordering and maintaining the department's office supplies.
Responsible for entering, approving and tracking invoices in systems MFS' systems (eProcurement, WebNow). Processes expense reports as needed.
Provides additional support to the department as needed
Backup support to the Sr. Office Associate.
Talent Acquisition and Onboarding Support:
Provide support to the Campus Recruiter during peak season; which includes reserving rooms for events, coordination and scheduling for onsite interview days
Partner with Talent Acquisition Coordinator and provide assistance when needed, may include backup support during high requisition volume
Handle all new employee onboarding activities; which include greeting at set time, handling of paperwork and all i-9 administration.
Coordinate all logistical and technology-related activities for new HR employees; these activities may include requesting laptop, phone setup, systems and drives access in addition to role-specific technology requests.
Corporate Citizenship & Diversity Support:
Assist with the budget process (i.e. Chairman budget, Corporate Citizenship and Diversity)
Coordinate company-sponsored events (i.e. Global Week of Giving, PMC Simmons Leadership Conference, Massachusetts Conference for Women and other galas)
Review employee grant submissions
Review and approve matching gifts; answer employee questions around the matching gift process
JOB REQUIREMENTS :
Minimum of 1 - 3 years of experience in an office environment, preferably working as a receptionist or administrative assistant. Experience in the financial services industry a plus.
Executive presence is essential
Excellent organizational skills, ability to multi-task with attention to detail and accuracy, and willing to take initiative
Ability to maintain a high level of confidentiality
Strong computer skills, specifically in-depth knowledge of Microsoft Office - (i.e. calendar management in Outlook, updating PowerPoint decks, manipulating Excel spreadsheets)
Ability to work independently as well be a team player
Proven track record of reliability, attendance and punctuality
If any applicant is unable to complete an application or respond to a job opening because of a disability, please contact MFS at 617-954-5000 or email email@example.com for assistance.
MFS is an Affirmative Action and Equal Opportunity Employer and it is our policy to not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, sexual orientation, gender identity, genetic information, disability, veteran status, or any other status protected by federal, state or local laws. Employees and applicants of MFS will not be subject to harassment on the basis of their status. Additionally, retaliation, including intimidation, threats, or coercion, because an employee or applicant has objected to discrimination, engaged or may engage in filing a complaint, assisted in a review, investigation, or hearing or have otherwise sought to obtain their legal rights under any Federal, State, or local EEO law is prohibited. " Click here to view the 'EEO is the Law' poster and supplement ."