HR Operations Specialist

You're the person people go to when they don't know who to ask. You like a tidy file, a clean process and a calendar that actually works. You can keep confidential information, catch the detail everyone else missed, and make an intern's first day feel like a big deal. To you, good HR is mostly about people feeling looked after.

The Hoffman Agency is an international public relations and integrated marketing communications firm that crafts stories to build brands. Our US storytellers work out of Boston, Portland and San Jose, and they need someone keeping things running smoothly behind the scenes.

We are seeking an organized, discreet HR Operations Specialist to run the day-to-day of HR across our US offices. Must have a sense of humor and an appetite for working in a positive team environment.

If you like where the story is leading, read on.

You'll sit in our Operations team and report directly to the Managing Director, North America, with functional guidance from our retained HR consultant. Day to day, you'll work hand in hand with our Global HR Operations team and our US Finance team.

Your audience is everyone. On any given day you might be helping a senior leader with a tricky people question, walking a new account executive through benefits, and getting the next intern class set up. It's a fast-moving agency, so priorities shift, and you'll be the steady hand that keeps HR consistent, compliant and human across all three offices.

Keep the HR engine running

• Keep employee records, HR databases and personnel files accurate, current and confidential.
• Own the paperwork side of onboarding and offboarding so people's first and last days go smoothly.
• Help administer HR policies, procedures and programs across all US offices.
• Track compliance training, certifications and HR deadlines, and nudge people (nicely) until they’re done.
• Answer employee questions on policies, benefits and programs, and know when something needs to go to the Managing Director or our HR consultant.
• Pull together HR reports, metrics and presentations for leadership.
• Become a power user of HR tools (Bamboo, Lattice) and support operations in comparing/reconciling data between tools and databases.
• Oversee our bi-annual performance review processes and timelines.

Help us find the next great storytellers

• Support hiring end to end for every level, from interns to senior leaders.
• Lead interview scheduling, candidate communications and logistics across offices and time zones.
• Keep our HRIS and applicant tracking system clean and the data trustworthy.
• Work with hiring managers and our HR consultant to write and post job descriptions (ideally more fun to read than the usual kind).
• Help run our internship program, from recruiting and onboarding to day-to-day administration.
• Be the friendly first stop for employee questions and get them to the right answer.
• Support engagement, recognition programs and company-wide HR communications.
• Help plan HR events, training sessions and all-hands meetings.
• Handle sensitive employee matters with complete discretion.
• Support DE&I committee meetings and campaigns.

Connect the US to the wider Hoffman world

• Partner with our Global HR Operations team to keep US processes in step with global standards.
• Pitch in on process improvement projects and documentation.
• Support global reporting and HR data integrity.

• Organized
• Discreet
• Detail-obsessed
• Approachable
• Calm when the deadlines pile up
• Sound judgment (and knows when to elevate)
• Collaborative across teams and time zones
• Clear communicator, on the page and out loud
• Curious about making things work better
• Proactive
• Team player
• SENSE OF HUMOR

• Bachelo…