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Job description
People & Culture Administrative AssistantFour Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.Your West Coast home away from home. Rolling foothills and postcard-worthy views of sun and surf surround our idyllic Residence Club, where families and pleasure-seekers of all ages come to play. Tucked away in the laid-back coastal town of Carlsbad, California, just half an hour north of San Diego, it offers miles of uncrowded beaches and some of the best golf courses in North America. Allow our pre-arrival Concierge to stock your villa's kitchen fully, sign up for group classes in our open-air Yoga Pavilion and stay as long as you'd like.About the RoleThe People & Culture Administrative Assistant provides administrative, operational, and employee experience support across all areas of the People & Culture function. This role plays a critical part in ensuring an exceptional employee experience while maintaining accurate records, supporting compliance and reporting requirements, and fostering a culture aligned with Four Seasons values.The ideal candidate is highly organized, detail-oriented, customer-focused, and able to handle sensitive and confidential information with the highest level of professionalism. Due to the confidential nature of this position, the successful candidate must be able to maintain complete objectivity and discretion when handling employee, payroll, performance, and personnel information.What You'll DoSupport the coordination and execution of learning and development programs.Prepare training materials, attendance sheets, name tags, and learning resources.Track mandatory training completion through Four Seasons and internal systems.Generate bi-weekly training compliance and completion reports.Audit and maintain:Training Acknowledgement ChecklistsNew Hire Manager ChecklistsService Culture Training DocumentationCompliance training recordsDepartment training completion recordsCoordinate training schedules, meeting room reservations, and logistics.Assist with monthly training calendars and employee communications.Prepare and present conditional offers of employment to selected candidates.Process new hire transactions in Workday and monitor onboarding workflows to ensure timely completion of all required steps.Track and maintain compliance with Form I-9 requirements and follow up on outstanding documentation.Maintain employee emergency contact records, including adding new hires and updating records for terminated employees.Support the administration and tracking of required employee certifications and licenses, including First Aid/CPR, Food Handler Certification (FHC), Responsible Beverage Service (RBS), and ServSafe; maintain associated audit and compliance logs.Coordinate SAMBA processes and record maintenance.Submit ServiceNow requests to ensure new hires receive appropriate system access.Communicate onboarding details to new hires, including Workday access information, employee ID/timekeeping details, and benefits enrollment resources.Maintain accurate employee records and support compliance with onboarding and employment documentation requirements.Assist employees with accessing and navigating the My Four Seasons Benefits and Alight platform.Provide support for benefits-related inquiries and coordinate issue resolution with vendors and support resources.Conduct Benefits 411 sessions for newly hired employees.Support employee travel program administration and communications.Coordinate benefits education sessions, including retirement and 401(k) meetings.Schedule and support employee benefits meetings and presentations.Prepare vacation reports for management review.Assist employees with general information regarding workplace injuries and reporting procedures.Attend Lead with Care meetings and track action items as assigned.Coordinate employee recognition programs and celebratory events.Administer Employee of the Month, Manager of the Quarter, Service Awards, and other recognition initiatives.Organize bi-monthly Recognition Receptions, including:CertificatesBallotsNomination listsAward correspondenceRecognition paymentsAttendance confirmationsManage recognition program processes including:Nomination trackingVoting coordinationRecognition lettersAward documentationPayroll submissionsRecognition reportingCoordinate quarterly service awards, including plaques, pins, certificates, and gifts.Administer 90-Day Embark Graduation recognition.Support promotion and transfer celebrations.Maintain birthday and employment anniversary recognition programs.Welcome taskforce employees through cards, amenities, and communications.Coordinate baby gifts and employee milestone acknowledgements.Manage employee suggestion box initiatives.Assist with cafeteria events, appreciation days, and employee engagement activities.Maintain employee communication boards and recognition displays.Support the planning and execution of employee events and cultural celebrations.Coordinate exit interview scheduling and documentation.Assist with annual wage increase and compensation-related administrative processes.Conduct payroll and employee data audits.Process approved one-time payments, recognition awards, and related payroll submissions.Provide Accounting with bi-weekly new hire reporting for payroll setup.Maintain a high level of professionalism, confidentiality, and integrity in all communications.Ensure employee bulletin boards and digital communication platforms remain current and engaging.Create employee communications, flyers, newsletters, and promotional materials.Publish weekly employee communications, including "News You Can Use."Promote People & Culture programs through email, Viva Engage, and other communication channels.Support Employee Promise initiatives and employee experience programs.Partner with leaders to support engagement, recruitment, recognition, and workplace culture initiatives.Provide Spanish translation support for written materials and employee conversations as needed.Track performance review completion and follow-up activities weekly.Coordinate reminders for:45-Day Leadership Check-Ins90-Day ReviewsAnnual Performance ReviewsFloating Holiday EligibilityAssist employees with People & Culture inquiries.Support employees with Workday requests, including password resets and basic navigation assistance.Maintain electronic employee personnel files and records, including separation documentation.Scan and archive documents for paperless filing.Process employment verification requests in accordance with company policy.Answer telephone inquiries and route requests appropriately.Order office supplies, name tags, recognition materials, and employee photos.Maintain employee and leadership directories, emergency contact lists, and compliance reports.Execute and distribute monthly compliance and audit reports, including:Food Handler CertificationsResponsible Beverage Control CertificationsSpa LicensingManagement ChecklistsDMV Pull NoticesTermination ReportsEmployee DirectoriesDepartment ListingsWork Permit TrackingEmergency Contact RecordsEmPact ReportingBirthday and Anniversary ReportsRespond appropriately during emergencies and support business continuity efforts.Perform additional projects and responsibilities as assigned by People & Culture or Residence Club leadership.What You BringReading, writing, and verbal proficiency in English and Spanish.Strong administrative and organizational skills.Profi
Worksite address
carlsbad, CA, 92011, US
Who can apply
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