The hourly range for this opportunity is $26.00 to $30.00 an hour.
Position Summary
The People & Culture Coordinator / Executive Administrative Assistant is a dual-function role that provides comprehensive administrative support to both the People & Culture department and the Managing Director of a luxury resort with approximately 500 team members. This position plays a critical role in maintaining efficient HR operations, supporting employee engagement initiatives, ensuring organizational compliance, and managing executive office priorities with professionalism, discretion, and exceptional service standards.
This role requires a highly organized, detail-oriented professional who can balance confidential human resources matters with executive-level administrative responsibilities in a fast-paced hospitality environment.
What You Will Accomplish
Key Responsibilities
People & Culture Coordination (75%)
Recruitment & Onboarding
- Coordinate recruitment processes including job postings, interview scheduling, candidate communication, and pre-employment documentation.
- Facilitate new hire onboarding, orientation scheduling, and welcome experiences.
- Maintain applicant tracking systems and personnel files.
Team Member Relations & Engagement
- Serve as a first point of contact for team member inquiries regarding policies, benefits, employment verification, and HR processes.
- Assist in planning employee events, recognition programs, celebrations, and engagement activities.
- Support employee communication initiatives and internal announcements.
HR Administration & Compliance
- Maintain accurate team member records, data entry, and HRIS updates.
- Track leave requests, attendance notices, and required compliance training.
- Prepare reports related to turnover, vacancies, headcount, and labor metrics.
- Ensure confidentiality and compliance with federal, state, and local employment laws.
Payroll Support
- Coordinate payroll change forms, status changes, and timekeeping follow-up.
- Liaise with payroll and department leaders to resolve discrepancies.
Executive Administrative Support (25%)
Managing Director Support
- Manage complex calendar scheduling, appointments, and meeting coordination.
- Prioritize correspondence, phone calls, and requests on behalf of the Managing Director.
- Prepare agendas, presentations, reports, and meeting materials.
- Arrange travel, accommodations, and itineraries as needed.
Executive Office Operations
- Take meeting minutes and track follow-up actions.
- Coordinate leadership meetings, town halls, and executive communications.
- Maintain confidential files, contracts, and sensitive correspondence.
- Support special projects, property initiatives, and strategic planning activities.
Interdepartmental Coordination
- Act as liaison between executive office, department leaders, ownership representatives, and external partners.
- Ensure timely follow-up on deadlines, action items, and key initiatives.
What You Will Bring
Qualifications
Education & Experience
- Minimum 3 years administrative experience, preferably in Human Resources, Executive Office, or hospitality operations.
- Experience supporting senior executives strongly preferred.
- Hotel or resort experience highly desirable.
Skills & Competencies
- Exceptional organizational and time management skills.
- Ability to handle multiple priorities with urgency and accuracy.
- Strong written and verbal communication skills.
- High level of discretion with confidential information.
- Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
- Experience with HRIS, payroll, and applicant tracking systems preferred. (Workday)
- Professional presence with polished customer service skills.
- Bilingual English/Spanish preferred.
Success Measures
- Efficient HR and executive office operations.
- Positive onboarding and employee experience.
- Timely completion of executive priorities and projects.
- Accurate recordkeeping and reporting.
- Strong internal communication and leadership support.
- High level of confidentiality and professionalism.
Physical Requirements
- Ability to sit, stand, and work at a computer for extended periods.
- Ability to move throughout the resort property as needed.
- Ability to lift up to 20 pounds occasionally.