Executive Assistant

Executive Assistant provides high-level executive support to the departments Chief Business Officer and other senior executives, ensuring efficient daily operations and effective time management. This role involves managing schedules, coordinating meetings, preparing reports, handling confidential information, and facilitating communication between internal and external stakeholders. The Executive Assistant is expected to exercise discretion, professionalism, and strong organizational skills to enhance executive productivity and support strategic initiatives.

• Provide executive support to the Chief Business Officer and the Member Business Division Directors.
• Manage complex Calendars for the Chief Business Officers and Team, as requested
• Organize FHLB Systemwide meetings
• Maintain and update governance documentation pertaining to the Chief Business Officers team and activities.
• Experience dealing with sensitivity and highly confidential information.
• Liaison for all of Department’s vendors. Ensure bills and expenses are processed in a timely manner.
• Support Department by completing special projects. Compile statistical information to support projects as needed. Request and obtain statistical and other information from outside sources.
• Support the existing committees, including but not exclusive to PSMC, which include the Member Business Team by coordinating meetings, minutes and document these occurrences.
• Support department by preparing procedural and policy publication requests for review and approval.
• Publish Bank procedures and policies following Bank approved process
• Maintain a working knowledge of special systems and programs that perform routine procedures.
• Prepare all expense reports, invoices, and check requests
• Input and monitor orders for Member Business materials and departmental supplies through the Lawson system, with ongoing support to ensure orders are processed in a timely manner
• Serve as the point of contact for the Member Business team on projects and vendor relations.
• Track the budget and maintain the logs and expense binders for both cost centers. Assist in performing quarterly comparisons for both cost centers against general ledger reports to ensure that all items are being expensed properly
• Assist the Chief Business Officer and the Directors of Member Business in maintaining complete and capturing departmental reporting as needed
• Help with tracking communications, presentations, advertising, and inventory logs currently maintained by Division.

• Actively participate on various other project teams Perform all other duties as assigned.
• Assist in Bank extracurricular activities as requested.

• Exceptional organizational and time management skills, with the ability to prioritize time-sensitive deliverables across multiple teams.
• Strong interpersonal, verbal, and written communication skills, with experience interacting with senior management and the Board of Directors.
• Proven ability to build effective partnerships at all levels of the organization.
• Highly detail-oriented with strong analytical, critical thinking, and problem-solving abilities.
• Advanced proficiency in Microsoft Office Suite, including expert-level PowerPoint and intermediate Excel skills.
• Proactive and independent problem-solver with the flexibility to adapt to various working styles and personalities.
• Bi-lingual proficiency (verbal and written) preferred.
• Notary Public certification preferred.