People & Culture Coordinator

Human Resources•Napa, CA

2d•Onsite

About The Position

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.

Requirements

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.
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).
Professional presence with polished customer service skills.
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.

Nice To Haves

Experience with HRIS, payroll, and applicant tracking systems preferred. (workday)
Bilingual English/Spanish preferred.

Responsibilities

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.
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.
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.
Coordinate payroll change forms, status changes, and timekeeping follow-up.
Liaise with payroll and department leaders to resolve discrepancies.
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.
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.
Act as liaison between executive office, department leaders, ownership representatives, and external partners.
Ensure timely follow-up on deadlines, action items, and key initiatives.