- Location
- Four Seasons Residence Club Aviara, United States of America
- Type
- Full-time
- Department
- Human Resources
- Closing date
- Today
- Source
- Workday
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:
o Training Acknowledgement Checklists
o New Hire Manager Checklists
o Service Culture Training Documentation
o Compliance training records
o 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.
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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.
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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:
o Certificates
o Ballots
o Nomination lists
o Award correspondence
o Recognition payments
o Attendance confirmations
Manage recognition program processes including:
o Nomination tracking
o Voting coordination
o Recognition letters
o Award documentation
o Payroll submissions
o 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.
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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.
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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.
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Reporting & Administrative Support
Track performance review completion and follow-up activities weekly.
Coordinate reminders for:
o 45-Day Leadership Check-Ins
o 90-Day Reviews
o Annual Performance Reviews
o 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:
o Food Handler Certifications
o Responsible Beverage Control Certifications
o Spa Licensing
o Management Checklists
o DMV Pull Notices
o Termination Reports
o Employee Directories
o Department Listings
o Work Permit Tracking
o Emergency Contact Records
o EmPact Reporting
o 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
