Administrative Assistant Talent and Culture Rosewood Hotels and Resorts

OVERVIEW/BASIC FUNCTION:

The Administrative Assistant Talent and Culture supports the Talent & Culture team with a focus on administrative excellence, onboarding logistics, and employee documentation. This position ensures the smooth execution of HR processes and supports a positive colleague s experience.

RESPONSIBILITIES:

Draft and issue employment contracts, offer letters, and related onboarding documents in line with company policies.

Coordinate pre-employment requirements including visa applications, medical checks, and background verification.

Collect and organize signed documents, ensuring accuracy and compliance with internal standards.

Arrange flight bookings and transportation for overseas new hires.

Liaise with departments to ensure readiness for new joiner arrivals, including accommodation and IT access.

Maintain onboarding schedules and ensure all touchpoints are completed before the employee s start date.

Raise Purchase Orders (POs) for HR-related expenses (recruitment agencies, air tickets, training vendors, etc.)

Coordinate with the Finance Department to track payments and budget allocations.

Maintain records of POs, invoices, and expense tracking.

Maintain up-to-date digital and physical personnel files.

Ensure compliance with audit and data protection requirements.

Support in preparing HR reports and trackers as requested.

Act as a point of contact for internal HR queries from team members and other departments.

Support scheduling of interviews, meetings, and internal events.

Participate in ad-hoc HR initiatives and wellness activities as needed.

Assists in scheduling interview appointments when needed.

Conducts reference checks and responds to requests for reference checks on previous associates when applicable.

Prepares ID's and nametags for new employees and replacements for current employees.

When requested, prepares communication coming from the Human Resources such as posters for events, birthday calendar, etc. Controls the preparation of monthly associates birthday list and makes sure it is being distributed on time.

All other duties as required.

QUALIFICATIONS:

Experience: Minimum 1 year of HR administrative experience, ideally in the hospitality sector.

Education: Minimum post high school diploma. Bachelor s degree in Human Resources, is preferred.

General Skills: Must be able to perform job functions with attention to detail, speed and accuracy; prioritize, organize and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a guest s service needs; work cohesively with co-workers as part of a team; work with minimal supervision; maintain confidentiality of guest information and pertinent hotel data.

Technical Skills: Proficient in Microsoft Office (Word, Excel, Outlook); knowledge of HRIS is a plus.

Language: Required to speak, read and write English, with fluency in other languages preferred.

Physical Requirements: Must be able to exert physical effort, endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, and satisfactorily communicate with guests and co-workers to their understanding.

Licenses & Certifications: None required.