People & Culture Administrative Assistant, Lafayette Park Hotel

The luxurious Lafayette Park Hotel and Spa ranks #1 in the region, thanks to stylish guest rooms and suites, top-tier dining, sparkling event spaces and service that's both gracious and intuitive. Winner of the 2020 Wine Spectator Award of Excellence, The Park Bistro & Bar is where contemporary bistro fare meets European flair, offering a vibrant atmosphere combined with farm-to-table California cuisine. The Spa at the Park promotes well-being through a holistic approach that rejuvenates the mind, body and spirit. With an array of specialty treatments, the Spa at the Park is truly the bestday spa the East Bay has to offer.

We are seeking a People & Culture Administrative Assistant to join our outstanding team.

This position will be assigned to the People & Culture Department and under direction, independently perform a variety of highly responsible, confidential, and complex secretarial and administrative duties. The Administrative Assistant is responsible for providing comprehensive general administrative support regarding personnel records maintenance and retention, conducting general correspondence, and answering in-person and telephone inquiries from associates, vendors, and members of the public.

ESSENTIAL FUNCTIONS

• Provides general office coverage. For example, answers the telephone according to hotel standards and maintains a presence during posted hours. Responds to general inquiries from staff and members of the public.
• Provides general administrative support. Responsible for the creation and maintenance of files and paperwork relevant to the department. For example, creates and maintains files. Runs monthly reports by schedule and upon request.
• Maintains applications and resumes. Maintains applicant tracking to capture referral and other statistical information. Maintains and tracks expiring records and certifications (e.g., Anti-Harassment training, I-9's, TIPS and ServSafe).
• Conducts other general correspondence. For example, completes forms for the California Employment Development Department (EDD) and for State Disability Insurance (SDI), prepares employment verification letters and forms and other leave documents and letters.
• Prepares new hire paperwork packets and enrolls new hires in the HRIS system.
• Enters other approved personnel transactions into the HRIS system. For example, enters change of addresses, status and wage changes, and performance evaluation statuses. Updates the Employee Self Service portal to ensure timely communications to all associates.
• Creates and maintains associate records to ensure legal compliance. For example, prepares personnel files, files paperwork, and manages the physical records according to legal statutes. Conducts inventory prior to sending records to offsite storage.
• Assembles and distributes reports in a timely manner, such as the birthday and anniversary lists and monthly and quarterly turnover reports as well as other reports as requested.
• Assists with the preparation of special events such as the Annual Holiday Party, local hospitality games, and other recognition events.
• Works cooperatively and in coordination with all other hotel departments and third-parties to deliver exceptional guest service to the Forbes 4-Star standard.
• Leads by example as it relates to best work practices; follows safety standards; and ensures a clean and well-organized shop and as it relates to following all Standards of Conduct and hotel policies and procedures.
• Observes all safety protocols and holds others accountable to hotel and departmental safety standards and procedures.
• Represents the People & Culture department as directed at hotel meetings.
• Completes other duties and special projects as assigned.
• Ensures all collateral is available as needed, such as benefit and information enrollment materials, job lists, internal and required governmental brochures and forms.
• Assists associates with in-house forms, reservation requests, non-slip shoe orders, and other basic administrative needs.
• Updates bulletin boards to ensure legal compliance.
• Prepares office supply orders and processes invoices for the department.

• Ability to type 55 wpm, strong working knowledge of MS Office programs, such as Excel, Word, and Outlook is necessary.
• Ability to alphabetize correctly and maintain paperwork, files and reports in an organized and comprehensive manner.
• Reads writes and speaks English fluently. Bi-lingual preferred (Spanish).
• Ability to multi-task and manage time well so as to productively and efficiently accomplish work tasks.
• Operate with the highest ethical standards and able to maintain confidentiality of work.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Knowledgeable of third party liability.
• Excellent organizational skills.
• Able to communicate effectively with guests and other team members.
• Meets legal age requirements for the position.