Executive HR Admin & Calendar Maestro

Columbia Bank Northeast; Fair Lawn (NJ); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical, Dental, Vision and Rx (contri

ESOP

Life Insurance, LTD/AD&D

Paid Time Off

Job summary

Columbia Bank is seeking a Human Resources Administrator to partner with the CHRO and HR leadership, handling calendars, communications, and confidential information. The role is based at the headquarters in Fair Lawn, NJ with regular on-site attendance.

You will coordinate meetings across HR leadership, prepare materials, manage mailboxes, and support department operations, records, and events. Strong organizational and communication skills are essential.

Qualifications

• 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.

Responsibilities

• Manages the CHRO's calendar and coordinates scheduling for the HR 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 CHRO mailbox and escalates urgent matters.
• Drafts, proofs, and distributes correspondence, presentations, meeting materials, and departmental communications.
• Handles highly confidential and sensitive information with professionalism and discretion.
• Supports HR Department by maintaining organized records, greeting visitors, and directing inquiries.
• Manages department correspondence, mail, supplies, catering, and vendor coordination.
• Produces recurring departmental reports, dashboards, and leadership meeting materials.
• Tracks action items, deadlines, and follow-up for HR leadership.
• Maintains organizational charts, department contact lists, and leadership resources.
• Supports departmental audits and information requests with documentation.

Skills

Executive Presence

Confidentiality

Organization & Planning

Attention to Detail

Customer Service Orientation

Adaptability & Professionalism

Communication Skills

Education

Bachelor's degree in Business Administration, Human Resources, or related field

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Microsoft Teams

Visio

Job description

Columbia Bank is seeking a Human Resources Administrator to partner with the CHRO and HR leadership, handling calendars, communications, and confidential information. The role is based at the headquarters in Fair Lawn, NJ with regular on-site attendance.

You will coordinate meetings across HR leadership, prepare materials, manage mailboxes, and support department operations, records, and events. Strong organizational and communication skills are essential.