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HR Administrative Assistant

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Date: Jan 16, 2019

Location: NEWPORT BEACH, CA, US, 92657

Company: The Irvine Company

Position Summary:

First point of contact in Human Resources department to 900+ employees. Responsible for scheduling and preparing agenda for regular and special meetings, for securing requested information and for compiling various reports. Manages appointment requests and maintains assigned calendars. Handles telephone calls, routing them to others or dealing with them directly, as appropriate; arranges conference calls and related meeting room set-up. Prepares a variety of communications including emails, memos, meeting agendas and meeting minutes. Processes expense reports and approve invoices. Monitors budgets for expense and office supply spending.

Job Duties:

  •  Provide administrative support and coordination on projects as assigned.
  •  Coordinate and schedule meetings, maintain calendars and answer calls as assigned.
  •  Prepare presentations, meeting agendas, letters, and other written communications.
  •  Administer, organize and maintain project files, hard copy and electronically.
  •  Facilitate in setting up conference calls (e.g., video, or telephone, or other electronic variations) and arranging all necessary meeting supplies (i.e. meeting agenda, exhibits, and lunch orders).
  •  Answer general employee questions (Regarding HR policies, benefits, paystubs, transfers, training, use of ADP and Talent Source, etc.).
  •  Monitor terminations and prepare term packets. Go over term packet and final check with terminating employees, mail, or coordinate distribution with leaders.
  •  Guide employees through the benefits enrollment process and answer their questions.

Job Duties Continued:

  •  Explain leaves and disability processes to Spanish-speaking employees. Guide them to fill out the applicable forms.
  •  Update changes in systems as needed (Transfers, promotions, pay increases, direct reports, personal information, etc.).
  •  Analyze and summarize data in a meaningful way using charts and graphs.
  •  Guide managers and supervisors on HRIS processes (Internal transfers, promotions, pay increases, terminations, goals, performance reviews).
  •  Assist with onboarding process for new hires. Collect and verify I-9 documents at uniform fittings. Confirm employees’ start dates to HR Ops team. Onboard new hires when needed.
  •  Human Resources point of contact for all Spanish-speaking workforce.
  •  Coordinate interview schedules for management positions.
  •  Maintain employee files.
  •  Assist HRBP with translation in interviews for employee relations investigations, as well as employee statements and other documents.
  •  Ad hoc reports as needed.
  •  Assist with special projects.

Additional Accountabilities

Systems utilized:

Google Applications

Microsoft Office

DocuSign, SharePoint (or other share file program)



Project Management Software

Phone System (e.g., Cisco)

Working Relationships

Internal: (By telephone, mail, and in person)
● Department management and department teams
Finance, Operations, Legal, Design Studio, Accounts Payable

External: (By telephone, mail, and in person)
● Consultants (e.g., general contractors, architects)

Public Agencies as needed (e.g., City of Irvine)

General Requirements

  • Demonstrate initiative, personal awareness, professionalism, positive attitude, and integrity;exercise a high quality of customer service and leadership in all areas of performance.
  • Project a professional image and demeanor.
  • Understand, apply, and comply with all company policies and procedures.

Minimum Qualifications:

● Must be fully bilingual in English and Spanish
● 1 to 3 years of experience in administrative support or relevant work experience.
● Bachelor's degree preferred.
● Must be organized and capable of managing tasks on multiple, concurrent projects.
● Must have excellent verbal and written communication skills.
● Must have well-developed interpersonal skills with the ability to establish highly functional relationships with diverse personalities both within and outside the company.
● Project a professional image and demeanor.
● Understand, apply, and comply with all company policies and procedures.
● Strong computer skills: MS Office Office Suite; Google Suite experience preferred.

Other Qualifications - Preferred Experience

Ability to communicate clearly and effectively in English and Spanish. Translation skills required for
certain quarterly events.

About Us:
The Resort at Pelican Hill (a part of Irvine Company’s Coastal Collection) is one of the world’s finest Five-Star, Five-Diamond destinations offering unparalleled service and luxury.

Perched upon 504 acres of unrivaled coastal beauty, The Resort at Pelican Hill is a world unto itself with seven exceptional dining options, 36 holes of world-class golf and the #1 Spa in California.

Our employee community is comprised of hard-working, dedicated hospitality professionals who create memorable experiences that stay with guests long after they’ve left. It’s an environment populated with talented, passionate and experienced people, a collaborative spirit and abundant opportunities.

Apply today to join our employee community, and learn more about Irvine Company, our legacy and our guiding principles.

The Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

Nearest Major Market: Orange County
Nearest Secondary Market: Los Angeles

Job Segment: Secretary, HR, Administrative Assistant, Employee Relations, HRIS, Administrative, Human Resources

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