OFFICE MANAGER BOSTON

Management Solutions is an international consulting firm whose core mission is to deliver business, risk, financial, organizational and process-related advisory services, targeting both functional aspects and the implementation of related technologies. We currently have a multidisciplinary team (functional, mathematical, technical and systems integration) of around 4,000 professionals.

We operate through 48 offices (21 in Europe, 22 in the Americas, 3 in Asia, 1 in Africa and 1 in Oceania) from where we regularly serve clients that operate in more than 50 countries across five major geographical areas (Europe, Americas, Asia, Africa and Oceania). For more information about Management Solutions please visit: www.managementsolutions.com

FUNCTIONS

Administration:

• Provide administrative executive support to Management controlling and registering of expenses, including the request and registry of checks.
• Support the MIS process: feed information into the systems periodically, reconcile management and accounting information, support the information flow to the headquarters.
• Support employees in the time and expenses reporting processes.

General administrative responsibilities:

• Office reception desk, calls, mailing, shipping, filing and copying. Manage procurement of all office supplies, equipment and furniture. Monitor and control office supplies and hardware.
• Support relationship with outsources and vendors (CPA, lawyer, training companies, real-state brokers, insurance brokers and companies, etc.).
• Filing and maintenance of contracts (clients, office, provider, vendors, etc) and activation of renewal processes.
• Support relationship with clients: meeting arrangement, invoice process.

Human Resources:

• Support personnel recruiting process: contact with Universities, arrange meetings with candidates and update Human Resources Data Bases. Collaborate in “welcome process” for new hires.
• Support training activities; manage process related to internal “library” and available training documentation.

Marketing:

• Organization of meetings and seminars relating the Financial Industry: contact assistance and follow up, hotel services, catering, etc.).
• Organization of yearly corporate events (Christmas dinner, USA yearly meetings, etc.).
• Support to the execution of Social Action activities.

Travel:

• Manage contacts with hotels, apartment owners, flights and trains booking agencies.
• Search for best offers ensuring the application of corporate policies. Execution of reservations and bookings.

REQUIREMENTS:

• Foreign language skills in Spanish preferred.
• Strong verbal and written communication skills.
• Ability to effectively negotiate with customers, vendors and internal staff.
• Proven organizational skills with extremely strong attention to details.
• Positive attitude, be energetic, enthusiastic, and be able to manage own time.
• Proven ability to work simultaneously in multiple tasks, problem solve, be a self starter.
• Manage confidential information and activity with extreme professionalism.
• Strong skills and expertise in Microsoft Office.
• Previous experience in office management and administrative tasks.

WE OFFER:

We are currently looking for a person to fill a full-time permanent position in a dynamic and growing global consulting firm located in Boston, Massachusetts. The responsibilities include the execution of administration, human resources, marketing and travel related activities in coordination with central corporate areas and local outsourcers (tax and legal).