Summary
The Human Resources Administrator serves as a trusted administrative and organizational partner to the Chief Human Resources Officer (CHRO) and Human Resources leadership team. This role is responsible for managing calendars, coordinating departmental activities, handling highly confidential information, facilitating communication with Senior Executives and Executive Administrative staff, and ensuring the efficient day-to-day administration, while partnering closely with the leadership team.
The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities with professionalism, discretion, and exceptional customer service, while maintaining positive and professional demeanor.
This position is based at Columbia Bank's headquarters in Fair Lawn, NJ and requires regular on-site attendance.
Executive & Leadership Support - Calendar & Meeting Management
- Manages the CHRO's calendar and coordinates scheduling for the Human Resources leadership team.
- Prioritizes meetings and ensures effective time management for the CHRO.
- Prevents scheduling conflicts, double bookings, and competing priorities.
- Coordinates meetings with Executive Vice Presidents, Senior Leaders, Board members (as needed), and Executive Suite administrative staff.
- Provides meeting reminders, prepares daily schedules, and ensures leaders are prepared for upcoming commitments.
- Coordinates conference rooms, virtual meeting arrangements, and meeting logistics.
- Executive Communications & Mailbox Management.
- Assists in managing the CHRO's mailbox, prioritizing communications and escalating urgent matters as appropriate.
- Serves as a liaison between the CHRO, HR leadership, executive offices, and internal business partners.
- Drafts, proofreads, and distributes correspondence, presentations, meeting materials, and departmental communications.
- Handles highly confidential and sensitive information with professionalism and discretion.
Department Administration & Operations - Human Resources Department Support
- Supports the Human Resources Department by maintaining organized records, files, and departmental documentation.
- Greets visitors, employees, candidates, and external partners and directs inquiries appropriately.
- Receives and distributes department correspondence and mail.
- Maintains department supply inventories and places orders for office equipment, supplies, and materials.
- Coordinates food orders and catering arrangements for departmental meetings, training sessions, and special events.
- Assists with invoice processing, vendor coordination, and departmental administrative requests.
- Reporting & Tracking
- Produces recurring departmental reports, dashboards, and leadership meeting materials.
- Tracks action items, deadlines, and follow-up activities on behalf of HR leadership.
- Maintains organizational charts, departmental contact lists, and leadership resources.
- Supports departmental audits and information requests by gathering and organizing documentation.
Leadership Team Coordination
- Coordinates meetings and activities across the HR Leadership Team.
- Supports planning sessions, leadership meetings, and strategic HR initiatives.
- Tracks deliverables and follow-up items for HR leadership meetings.
- Facilitates communication and information sharing among HR functions including Talent Acquisition, HR Business Partners, Learning & Development, and HR Operations.
- Assists with special projects and cross-functional initiatives as assigned.
Employee Engagement & Events
- Assists in planning and coordinating employee engagement activities, leadership events, and departmental functions.
- Coordinates logistics for town halls, meetings, recognition events, team celebrations, and employee programs.
- Manages vendor relationships related to event planning and catering.
- Supports HR-sponsored initiatives by coordinating invitations, attendee tracking, materials, and event communications.
- Assists with the set-up and execution of special projects and company events as necessary.
Records Management & Confidential Administration
- Maintains highly confidential employee, organizational, and executive information.
- Maintains personnel files and ensures documentation is properly stored and organized.
- Supports document imaging, records retention, and file management processes.
- Assists with compliance-related documentation and audit preparation.
- Ensures sensitive correspondence and records are handled in accordance with company policies and confidentiality requirements.
Qualifications
Education & Experience
- Bachelor's degree in Business Administration, Human Resources, or related field preferred.
- 2-3+ years of executive administrative, Human Resources, or senior-level support experience.
- Experience supporting executive leaders and managing complex calendars required.
- Exceptional organizational skills and attention to detail.
- Demonstrated ability to manage multiple priorities in a fast-paced environment.
- Strong judgment and discretion when handling confidential information.
- Excellent verbal and written communication skills.
- Strong relationship-building and interpersonal skills with the ability to interact effectively with executives and employees at all levels.
- Advanced proficiency with Microsoft Products: Outlook, Word, Excel, PowerPoint, and Teams; knowledge of Visio is a strong preference.
- Ability to anticipate needs, solve problems proactively, and operate with minimal supervision.
Core Competencies
- Executive Presence
- Confidentiality & Trust
- Organization & Planning
- Communication & Collaboration
- Attention to Detail
- Customer Service Orientation
- Adaptability & Professionalism
Columbia Bank offers the following benefits:
- Medical, Dental, Vision and Rx which are contributory.
- Bonus programs.
- Employee Stock Option Program (ESOP).
- Life Insurance, Long Term Disability and Accidental Death and Dismemberment (LTD&AD&D).
- Paid Time Off (PTO) which includes Personal and Vacation Time.
- Paid Sick Time.
- Bank Holidays.
- Employees may participate in the 401k program
Schedule:
This position is based at Columbia Bank's headquarters in Fair Lawn, NJ and requires regular on-site attendance.
