HR & Executive Administration Officer

Position Summary

This position is responsible for providing high-level administrative, governance, and operational support to the President & CEO, Board of Directors, Human Resources, and Executive Administration. This position also serves as a key liaison between executive leadership, directors, corporators, regulators, and external stakeholders, ensuring the efficient coordination of board governance activities, corporate records management, annual meetings, strategic planning initiatives, and executive-level reporting.

The incumbent is responsible for managing board and corporator communications, preparing and distributing meeting materials, maintaining official governance records, coordinating meetings and special events, and supporting regulatory examinations, audits, and compliance-related activities. The role requires exceptional organizational skills, attention to detail, professionalism, discretion, and the ability to handle confidential information while managing multiple priorities in a fast-paced banking environment.

In addition, the role provides comprehensive HR support across administration, talent management, employee relations, and data analytics. The incumbent oversees key HR operations such as maintaining records, coordinating events, managing performance review cycles, and ensuring consistent application of HR policies and processes.

The position partners closely with managers and leadership to guide performance management, address employee relations matters, and foster a positive, compliant workplace culture. Additionally, it leverages HR data to evaluate programs, identify workforce trends, and deliver insights that strengthen organizational effectiveness.

Key Areas of Responsibility Executive Administration and Board Governance Support Provide comprehensive administrative and governance support to the President & CEO, Board of Directors, and Executive Administration, ensuring the effective coordination of board-related activities and compliance with regulatory and organizational requirements.

Coordinate and provide support for all Board of Directors meeting activities, including preparation and distribution of agendas, board packages, reports, and supporting materials in a timely and accurate manner. Coordinate board meeting logistics, including boardroom setup and breakdown, scheduling presenters and guests, and ensuring meetings run efficiently with limited interruptions or delays.

Support the maintenance of board records, files, and documentation in accordance with regulatory requirements and Bank policies. Prepare reports, conduct research, and provide administrative support to the President & CEO and Board of Directors. Monitor Board. Effect platform updates and enhancements; communicate changes and provide training to directors as needed.

Coordinate and support annual meetings, corporator meetings, and other governance-related events. Prepare and maintain annual meeting documentation, including notices, proxies, attendance records, and related materials. Assist with the annual onboarding process for new corporators. Support regulatory examinations and internal/external audits by providing requested documentation within established deadlines.

Assist with vendor due diligence reviews, business continuity testing, and other compliance-related activities. Ensure administrative processes adhere to all applicable Bank policies and regulatory requirements. Prepare and distribute reports for the President & CEO and Board of Directors, including Peer. Point, UBPR, strategic goal tracking, and other management reports.

Coordinate Board strategic planning sessions, retreats, and special events. Arrange travel, lodging, and entertainment for directors and senior officers attending conventions, conferences, and business meetings. Human Resources Administration Maintains internal HR records and reports such as, authorized complement, organization charts and HR metrics Assist with the planning and coordination of employee events, employee appreciation and summer picnic.

Plan and coordinate the President’s quarterly events; includes planning, invitations, tracking and monitoring effectiveness of event. Regular review and maintenance of HR content on Dime Bank website and Dime. Net Complete other responsibilities as required from time to time by management. Talent Management, Performance and Development Manage the full performance review cycle, including probationary (90-day) reviews, encourage mid-year check ins, and annual performance evaluations.

In partnership with colleagues, develop, maintain, and update performance management tools, forms, workflows and system configurations (e.g., ADP) In partnership with Training & Development team, train and educate managers and employees on the performance review process, expectations, timelines, and system usage. Communicate key dates, instructions, and requirements to ensure timely and accurate completion of all reviews.

As appropriate, review submitted evaluations for quality and consistency, providing coaching and feedback to managers on content, tone, and delivery. Support managers in setting goals, development plans, and performance expectations that align with organizational priorities. Partner with leadership to identify performance trends, skill gaps, and development needs across the organization.

Partner with managers to address performance management needs, including coaching, corrective action, documentation, and development plans. Maintain confidentiality and proper handling of sensitive performance information in accordance with HR standards. Support calibration discussion to ensure fairness, consistency and alignment across departments.

Employee Relations Coordinate follow-up actions, including verbal or written warnings, performance improvement plans (PIPs). Serve as the primary point of contact for employee relations inquiries, providing guidance, support, and resolution strategies aligned with company policies and employment law. Coordinate with the CHRO on decisions and actions relative to employee relations matters.

Conduct fair, thorough, and timely investigations into workplace concerns, including performance issues, interpersonal conflicts, policy violations, and misconduct. Maintain detailed, accurate, and confidential documentation of employee relations cases, ensuring consistency and compliance with legal and organizational standards.

Monitor workplace climate and identify emerging issues, recommending interventions to strengthen engagement, retention, and team dynamics. Collaborate with HR partners on policy updates, training needs, and organizational initiatives that impact employee relations. Assist in interpreting and applying federal, state, and local employment laws, ensuring HR practices remain compliant and up‑to‑date.

HR Data Analytics Collect, clean, and analyze HR data from multiple systems (HRIS, payroll) to generate insights that support strategic workforce decisions. Conduct deep‑dive analyses on workforce trends, identifying root causes, risks, and opportunities for improvement across the employee lifecycle. Develop automated reporting solutions that reduce manual work and improve data accessibility.

Evaluate the effectiveness of HR programs (training, performance management, other initiatives) using quantitative and qualitative data. Knowledge, Skills, and Qualifications Strong knowledge of human resources principles, including performance management, employee relations, HR administration, and employment law. Understanding of corporate governance, board operations, meeting protocols, and regulatory expectations within a financial institution.

Familiarity with banking industry regulations, audit processes, vendor due diligence, and compliance requirements. Working knowledge of HRIS platforms (e.g., ADP), reporting tools, and data analytics concepts. Knowledge of records management standards, confidentiality requirements, and secure handling of sensitive information.

Understanding of organizational communication, executive support practices, and professional business etiquette. Exceptional organizational and project‑management skills, with the ability to manage multiple priorities, deadlines, and stakeholders. Strong written and verbal communication skills, including the ability to prepare executive‑level reports, board materials, and formal correspondence.

High level of professionalism, discretion, and judgment, especially when handling confidential HR and governance matters. Advanced attention to detail and accuracy in documentation, reporting, and recordkeeping. Strong analytical skills, including the ability to interpret HR data, identify trends, and produce actionable insights.

Skilled in relationship management, with the ability to work effectively with executives, directors, corporators, regulators, and employees at all levels. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfort with digital governance platforms (e.g., Board. Effect). Ability to facilitate meetings, coordinate events, and support strategic planning activities.

Strong problem‑solving and critical‑thinking abilities, especially in employee relations and compliance‑related situations. Ability to train and coach managers on performance management tools, processes, and expectations.

Education and Experience

Requirements Bachelor’s degree in Human Resources, Business Administration, Organizational Leadership, Public Administration, or a related field required. HR certifications (e.g., SHRM‑CP, SHRM‑SCP, PHR, SPHR) preferred but not required. Additional coursework or certification in corporate governance, compliance, or data analytics is a plus.

5–7 years of progressive experience in human resources, executive administration, or governance support, preferably within a regulated industry such as banking or financial services. Demonstrated experience supporting executive leadership and/or boards of directors, including preparation of meeting materials and coordination of governance activities.

Experience managing performance review cycles, HR workflows, and employee relations matters. Experience conducting or supporting investigations, corrective action processes, and confidential HR documentation. Experience with HR data reporting, metrics, dashboards, or workforce analytics. Prior experience supporting audits, regulatory examinations, or compliance programs strongly preferred.

Experience coordinating corporate events, strategic planning sessions, or large‑scale meetings. Physical Demands and Condition Requirements: General office environment Some travel for special events planning and marketing production Some lifting and set-up work Equipment Used: General office equipment, i.e., computer, calculator, photocopier, fax, etc.

Tradeshow and displays ADA: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990. Salary & Benefits: Health Insurance Retirement Incentive Compensation Fringe Benefits Paid time off Salary Range: $68,171 - $116,699, Exempt role