People and Culture Administrative Assistant

fourseasons; Carlsbad (CA); On-site; USD 34,000 - 43,000; Full time

Benefits offered by this job

Health Insurance

401(k) Plan

Training & Development

Travel discounts

Employee meals

Job summary

Four Seasons is seeking a People & Culture Administrative Assistant to provide administrative, operational, and employee experience support across all areas of the People & Culture function. The role requires handling sensitive information with discretion and maintaining accurate records in a luxury hospitality environment.

You will support learning & development, onboarding, benefits, and employee recognition programs while coordinating with Workday and other HR systems.

Qualifications

• Strong administrative and organizational skills.
• Proficiency with Microsoft Office and HR information systems.
• Ability to handle confidential information with discretion.
• Experience supporting employee engagement and recognition programs.

Responsibilities

• Coordinate learning and development programs.
• Prepare training materials, attendance sheets, and resources.
• Track mandatory training and generate compliance reports.
• Process new hire transactions and monitor onboarding workflows in Workday.
• Maintain employee records and support onboarding documentation.
• Support compensation, payroll, and benefits administration.
• Coordinate employee recognition programs and events.

Skills

Administrative support

HRIS

Workday

Bilingual English/Spanish

MS Office

Communication skills

Customer service

Organizational skills

Tools

Workday

HRIS

MS Office

Job description

About Four Seasons:

Four 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.

About the location:

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 role:

The 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 Do:

Learning & Development

• Support 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 Checklists, New Hire Manager Checklists, Service Culture Training Documentation, Compliance training records, Department training completion records.
• Coordinate training schedules, meeting room reservations, and logistics.
• Assist with monthly training calendars and employee communications.

Recruitment & Onboarding Administration

• 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.
• Benefits Administration: 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.

Workers' Compensation & Safety Support

• Assist employees with general information regarding workplace injuries and reporting procedures.
• Attend Lead with Care meetings and track action items as assigned.

Employee Recognition & Engagement

• 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:
  • Certificates
  • Ballots
  • Nomination lists
  • Award correspondence
  • Recognition payments
  • Attendance confirmations
• Manage recognition program processes including:
  • Nomination tracking
  • Voting coordination
  • Recognition letters
  • Award documentation
  • Payroll submissions
  • Recognition reporting
• Coordinate 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.

Compensation & Payroll Support

• 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.

Communications & Employee Experience

• 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.

Reporting & Administrative Support

• Track performance review completion and follow-up activities weekly.
• Coordinate reminders for: 45-Day Leadership Check-Ins, 90-Day Reviews, Annual Performance Reviews, Floating Holiday Eligibility.
• Assist 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 Certifications
  • Responsible Beverage Control Certifications
  • Spa Licensing
  • Management Checklists
  • DMV Pull Notices
  • Termination Reports
  • Employee Directories
  • Department Listings
  • Work Permit Tracking
  • Emergency Contact Records
  • EmPact Reporting
  • Birthday and Anniversary Reports
• Respond appropriately during emergencies and support business continuity efforts.
• Perform additional projects and responsibilities as assigned by People & Culture or Residence Club leadership.

What you bring:

• Reading, writing, and verbal proficiency in English and Spanish.
• Strong administrative and organizational skills.
• Proficiency with Microsoft Office Suite and HR information systems.
• Ability to handle confidential and sensitive information with discretion.
• Excellent communication and customer service skills.
• Ability to prioritize multiple projects and meet deadlines in a fast-paced environment. Preferred
• Previous administrative experience in Human Resources, People & Culture, Hospitality, or a related field.
• Experience with Workday or other Human Resource Information Systems (HRIS).
• Experience supporting employee engagement and recognition programs.

What we offer:

• Hourly Rate: $25.70
• Health Insurance – Medical, Dental & Vision
• 401(k) Retirement Savings Plan
• Excellent training and development opportunities
• Exclusive discount and travel programs with Four Seasons Hotels and Resorts
• Complimentary employee meals

Schedule & Hours

• Full time
• Monday – Friday

Four Seasons is an Equal Opportunity, Aff… Minorities, women, veterans, and individuals with disabilities are encouraged to apply. To access the 'EEOC is The Law' Information poster please visit this website - https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal