Human Resources Administrative Assistant

Provide administrative, operational, and coordination support for the Human Resources team in a luxury hotel environment.

Responsibilities

• Deliver day-to-day administrative support for recruitment workflows, including interview scheduling, candidate correspondence, and onboarding logistics.
• Prepare classroom training materials, set up orientation spaces, and manage attendance rosters for luxury service orientations and mandatory compliance courses.
• Maintain a clean, well-organized database of candidate logs, employment applications, and internal personnel files.
• Input, update, and maintain records in HR systems, including HRIS tools, learning management systems (LMS), and HR databases to support compliance and performance.
• Draft routine candidate communications, assist with offer packets, and support employment verification letters.
• Assist leadership with compensation and benefit tracking logs as needed.
• Help shape candidate, employee, and trainee experiences through intentional, high-quality first and last impressions.
• Support training action plans by coordinating logistics, preparing presentation materials, and tracking participation.
• Serve as a first point of contact for team members and candidates, handling routine administrative inquiries related to policies and benefit forms.
• Support personalized employee recognition events, milestone celebrations, and internal growth experiences with strong attention to detail.
• Assemble customized welcome kits and help coordinate “surprise and delight” career milestones for high-potential team members.
• Tabulate employee satisfaction scores, compile training feedback logs, and monitor related metrics for continuous improvement.
• Provide administrative support to the Human Resources Manager and Director of People Support, including calendar maintenance, departmental logs, and office communications.
• Partner with department heads to collect documentation, distribute training schedules, and support seamless service delivery across the property.
• Assist with HR-related vendor invoice support, including order receipts and routine communications with external training partners and brokers.
• Manage departmental supplies and training resources, including HR office expenses and team event inventory controls while maintaining luxury standards.
• Process routine HR invoices, track expense receipts, and coordinate with accounting for timely processing.
• Ensure audit-ready maintenance of internal HR audit standards, training compliance logs, I-9 records, and physical and digital employee files.
• Uphold safety, cleanliness, security, and operational protocols for team members across workplace environments.
• Support administrative requirements for the hotel’s safety committee, ensuring compliance with OSHA, MSDS, and local labor standards.
• Follow established sustainability guidelines and green hospitality practices during internal employee events and daily office operations.

Requirements

• 1–2 years of progressive administrative experience, preferably in HR or luxury, five-star hospitality.
• High proficiency with HRIS software, LMS platforms, and standard business applications (Microsoft Office Suite, Excel, Word, PowerPoint).
• Strong discretion, confidentiality, and refined interpersonal skills.
• Associate or Bachelor’s degree in Human Resources Management or Hospitality Management (or equivalent experience preferred).
• Organizational and communication skills with meticulous attention to detail.
• Ability to manage multiple priorities, multitask, and perform in a fast-paced environment.

Technologies

• HRIS software
• LMS platforms
• Human resources database systems
• Microsoft Office Suite
• Excel
• Word
• PowerPoint

Work Environment

• Flexible schedule required, including occasional early mornings, evenings, or weekends to support training logistics across departmental shifts and 24/7 hotel operations.
• Physically active role: regular movement throughout the property, including standing during orientations and walking to inspect heart-of-house spaces.
• Ability to lift up to 25 pounds.

Position Overview

• Reports directly to the Human Resources Manager.
• Focus areas include maintaining audit-ready employee records, supporting recruitment and onboarding logistics, coordinating training sessions, and supporting internal employee touchpoints.
• Acts as a warm, professional first point of contact for team members and candidates.

Location: New York, NY (onsite) • Compensation: USD 32 per hourly