Human Resources Administrator - Fair Lawn, NJ

This role serves as a trusted administrative and organizational partner to the Chief Human Resources Officer (CHRO) and the Human Resources leadership team, ensuring efficient day-to-day administration while handling highly confidential information and coordinating departmental activities.

Responsibilities

• Executive & Leadership Support
  • Manages the CHRO's calendar and coordinates scheduling for the Human Resources leadership team, prioritizing meetings and preventing conflicts.
  • Coordinates meetings with Executive Vice Presidents, Senior Leaders, Board members, and Executive Suite administrative staff.
  • Provides meeting reminders, prepares daily schedules, and ensures leaders are prepared for commitments.
  • Arranges conference rooms, virtual meetings, and meeting logistics.
  • Assists in managing the CHRO's mailbox, prioritizing communications, and escalating urgent matters.
  • 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
  • Supports the Human Resources Department by maintaining organized records, files, and documentation.
  • Greets visitors, employees, candidates, and external partners, directing inquiries appropriately.
  • Receives and distributes department correspondence and mail.
  • Maintains department supply inventories and places orders for office equipment and materials.
  • Coordinates food orders and catering for departmental meetings, training sessions, and special events.
  • Assists with invoice processing, vendor coordination, and administrative requests.
  • Produces recurring departmental reports, dashboards, and leadership meeting materials.
  • Tracks action items, deadlines, and follow-up activities for 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.
• 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.

Requirements

• 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

Benefits

• Contributory Medical, Dental, Vision, and Prescription coverage.
• Bonus programs.
• Employee Stock Option Program (ESOP).
• Life Insurance, Long Term Disability, and Accidental Death and Dismemberment (LTD&AD&D).
• Paid Time Off (PTO) including Personal and Vacation Time.
• Paid Sick Time.
• Bank Holidays.
• 401k program participation.

Schedule

This position is based at Columbia Bank's headquarters in Fair Lawn, NJ and requires regular on-site attendance.