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Administrative Assistant

Waltham, MA

YOUR TASKS

  • Makes travel arrangements for senior staff such as booking flights, cars, and hotel or restaurant reservations, both locally and internationally.
  • Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
  • Submit and reconcile expense reports for senior staff.
  • Manage office calendars for senior staff.
  • Schedule internal and external events.
  • Manage meeting room schedules.
  • Manage telecommunications.
  • Manage incoming and outgoing phone calls and emails, deliver messages appropriately.
  • Manage incoming postal mail, scan/forward to the appropriate persons/department. 
  • Perform exceptional customer service assistance to internal employees and external customers or clients.
  • Maintain and organize office files.
  • Greet visitors and maintain visitor login information.
  • Conducts new hire orientation in-person and virtually for exempt and non-exempt personnel.
  • Reviews, verifies and processes all new hire paperwork for accuracy and completeness, including coordinating and verifying benefits enrollment.
  • Maintains human resources records, including personnel files, new hire forms, I-9’s, W-4’s, and other documents to ensure that records are current, confidential, complete, and in compliance with company and government regulations and deadlines.
  • Posts federal and state rules and regulations and ensures compliance with FLSA, FMLA, EEO, OSHA, and other governmental agencies.
  • Maintains foreign transfer visa process serving as primary contact for expat.
  • Ensure dissemination and compliance of human resources policies, procedures, and programs to ensure that all employees are well informed and work in compliance with policies and regulations.
  • Completes other projects/tasks/clerical and support duties as assigned by manager and senior leaders.


YOUR PROFILE

  • 1-3 years of previous experience as an Office Receptionist or Administrative Assistant
  • 1-3 years of experience utilizing Microsoft Office applications, including Outlook and Teams
  • 0-2 years of experience in a human resources function
  • Associate’s degree in Business Administration, Human Resources or related field is preferred
  • Excellent written and verbal communication skills
  • Organizational abilities and data entry skills
  • Positive and friendly attitude


WE OFFER

  • Medical, Dental, Vision, Life Insurance, and Disability Pay.
  • 401(k) with company matching up to 6%.
  • Paid Time Off, including paid holidays.
  • Flexible Spending Accounts.
  • Voluntary benefits such as legal and financial assistance, pet insurance, and more.
  • Employee Assistance Program.
  • Ongoing employee development opportunities including tuition reimbursement, scholarships, and training.
  • Commuter benefits.
  • Employee engagement activities. 


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ABOUT US – WE’RE ON IT!

Arvato offers you one of the most dynamic work environments imaginable. We are growing, we are innovating, we are solving the challenges of our customers around the world every day. How do we do it? With our special spirit: we're on it!


Our shared vision as a global team: to become the international supply chain company with the strongest customer orientation and focus on people and technology. As a strategic growth partner to our customers in Fashion, Beauty & Lifestyle, Healthcare, Tech and Publisher, we rely on cloud-based e-commerce and IT platforms and state-of-the-art automation technology to realize complex, global supply chain solutions.


17.000 Colleagues

+100 Locations

20 Countries


We strive to be an equitable and inclusive workplace for our employees and value their diverse perspectives, which contribute to the diversity of our company.


Therefore, we welcome applications from people who enrich our company with their identity, background and personal experience. We want to keep the application process as simple as possible for you: focus on a meaningful resume; we do not require an elaborate cover letter. Please know that we can only accept your application through our online application portal.


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