Executive Administrative Assistant to RVP Managing Director & Talent Culture

OVERVIEW/BASIC FUNCTION

The Talent & Culture Coordinator & Administrative Assistant to the Managing Director is a dual-function role responsible for providing comprehensive administrative, operational, and human resources support to both the Talent & Culture department and the Managing Director’s office.

This role ensures the efficient execution of HR processes, supports the full employee lifecycle, and facilitates seamless communication across departments. Additionally, the position provides high-level administrative support to the Managing Director, ensuring effective time management, organization, and execution of executive priorities.

The position requires a high level of discretion, organization, attention to detail, and the ability to manage multiple priorities in a fast-paced, service-driven environment. This position requires exercising independent judgment to resolve routine administrative and operational issues while escalating more complex matters appropriately.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Administrative Support (RVP/Managing Director)

• Manage the Managing Director’s daily calendar, including scheduling meetings, prioritizing appointments, resolving conflicts, and ensuring optimal time management.
• Coordinate internal and external meetings by organizing logistics such as meeting space, virtual platforms, agendas, presentation materials, and refreshments.
• Prepare, edit, and format professional correspondence, reports, presentations, and other business documents with a high degree of accuracy and confidentiality.
• Serve as a primary point of contact for the Managing Director’s office, handling incoming calls, emails, and requests, and redirecting or responding as appropriate.
• Arrange and coordinate domestic and international travel, including transportation, accommodation, and detailed itineraries.
• Attend meetings assigned to take detailed notes, document action items, and ensure timely follow-up.
• Process and reconcile expense reports in accordance with company policies and timelines.
• Maintain organized and confidential filing systems (electronic and physical) for executive documents.
• Coordinate VIP guest arrangements, including reservations, special requests, and follow-up communications.
• Act as a liaison between the Managing Director and internal departments, ensuring timely communication and follow-through on key initiatives.
• Other duties as assigned by the Managing Director

Talent & Culture (Human Resources) Coordination –

• Serve as the first point of contact for associates, candidates, and visitors entering the Talent & Culture or Executive Office, ensuring a professional and welcoming experience.
• Maintain office organization, including filing systems, supply inventory, and administrative processes.
• Coordinate and distribute internal communications, including announcements, calendars, and associate-facing materials.
• Support the preparation and updating of signage, presentations, and communication boards in associate areas.
• Assist in maintaining cleanliness, organization, and presentation standards of administrative and Heart of House areas.
• Support the full employee lifecycle by assisting with onboarding, employment changes, and offboarding processes, ensuring all documentation is completed accurately and in a timely manner.
• Facilitate new hire onboarding, including completion of new hire documentation, I-9 employment eligibility verification (in compliance with federal and California law), and HRIS system entry.
• Maintain accurate, organized, and confidential employee records, including personnel files, employment eligibility documentation, benefits records, and background checks, ensuring proper handling, storage, and retention of information.
• Ensure all employee data and sensitive information are handled with the highest level of confidentiality and professionalism at all times.
• Assist with recruitment activities, including coordinating interviews, and conducting reference checks as assigned.
• Support benefits administration by assisting associates with enrollments, providing clear and timely guidance on benefits-related inquiries.
• Prepare and assist in processing HR documentation such as Personnel Action Forms (PAFs), status changes, employment verifications, and performance review notifications, ensuring accuracy and completeness.
• Maintain accurate HRIS records and support data integrity by regularly auditing employee information, and employment records.
• Assist in maintaining accurate records related to employee timekeeping, wages, and employment changes, ensuring proper documentation and follow-through.
• Support compliance efforts by ensuring HR processes, documentation, and practices align with company policies and employment standards, including equal employment opportunity and workplace conduct expectations.
• Assist in monitor and track completion of required trainings, certifications, and compliance-related activities, following up with departments as needed.
• Support associate relations by responding to inquiries in a timely, professional, and service-oriented manner, and escalating concerns appropriately.
• Assist with coordination of training sessions, employee engagement initiatives, recognition programs, and internal events.
• Prepare and maintain HR reports, trackers, and dashboards, ensuring data is accurate, up to date, and readily available for leadership review.
• Maintain awareness of scheduling and workforce practices to support proper administrative tracking and coordination with departments.
• Ensure all HR activities are conducted with attention to detail, consistency, and adherence to established procedures and standards.
• Support departmental and cross-functional projects as assigned by the Director of Talent & Culture and Managing Director.
• Exercise independent judgment to resolve routine administrative and operational issues while escalating more complex matters appropriately.
• Other duties as assigned by the T&C Office

QUALIFICATIONS:

Experience

• 2–4 years of administrative experience, preferably in Human Resources or hospitality.
• Experience supporting senior leadership or executive-level roles preferred.

Education

• Bachelor’s degree preferred.

Skills & Competencies

• Strong organizational, multitasking, and time management skills.
• Exceptional interpersonal and communication skills.
• High level of professionalism, discretion, and confidentiality.
• Ability to prioritize in a fast-paced, luxury service environment.
• Detail-oriented with strong follow-through.
• Strong problem-solving and critical-thinking skills.

Technical Skills

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience with HRIS systems (ADP preferred).
• Typing proficiency (minimum 50–60 WPM preferred).

Language

• Fluency in English required; Spanish speaking preferred.

Physical Requirements

• Ability to sit or stand for extended periods.
• Ability to lift up to 20 lbs.
• Ability to move throughout various work areas and interact with associates and guests.

KEY ATTRIBUTES

• Brand ambassador who embodies the company culture and values.
• Service-oriented mindset with strong emotional intelligence.
• Highly adaptable and proactive.
• Collaborative team player with a positive attitude.

Rosewood Sand Hill provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Pay: The pay range for this position is $30.39 to $33.76 per hour. This is the pay range for this position that the Hotel reasonably expects to pay. Decisions regarding individual salaries will be based on a number of factors, such as experience, type of hotel luxury experience, location, and education.

Rosewood Sand Hill, a luxury hotel in Menlo Park, California, opened in 2009. Nestled on 16 acres of pristine property in Silicon Valley, the five-star rated hotel offers a retreat for Bay Area executives and entrepreneurs, as well as local residents and visitors. The historic California ranch-style architecture melds with fragrant gardens and stunning views of the Santa Cruz Mountains to create a unique atmosphere that appeals to all types of guests.

Rosewood Sand Hill provides 121 guest rooms that are perfect for relaxing or rejuvenating with resort-like amenities and high-quality service. Guests can indulge at Sense, A Rosewood Spa®, or delight in the freshest local ingredients at Madera Restaurant. There are many different experiences available at this beautiful property; whether you're looking for a peaceful getaway or a lively place to dine and drink, Rosewood Sand Hill has something for everyone.