Executive Assistant

POSITION: Executive Assistant DATE: April 2024

DEPARTMENT: Capital Markets FLSA: Non-Exempt

REPORTS TO: Chief Capital Markets Officer (CCMO) & Chief Risk Officer (CRO) LOCATION: Hybrid/Reston

SUMMARY OF POSITION

Executive Assistant (EA) to the CCMO and CRO Executives providing high quality and timely administrative support to the Executives and their teams. The EA serves as a liaison with Federal Home Loan Banks (Banks), Federal Housing Finance Agency (FHFA), Investors, Dealers and other agencies. The EA assists in the coordination of schedules and workflows of professionals reporting to CCMO and CRO. The Executive Assistant must have the ability to exercise good and timely judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant must be a self-starter and able to work under pressure to handle a wide variety of activities.

We’re proud of the way our teammates have a positive impact on everything we do. Our employees are committed to and exemplify our Core Values:

• Integrity through accountability, consistency, transparency, and trust
• Agility through adaptability, continuous improvement, expertise, and flexibility
• Partnership through collaboration, communication, leadership, and teamwork
• Inclusivity through diversity, relationships, respect, and support

PRINCIPAL CCMO RESPONSIBILITIES

• Coordinate CCMO schedule and maintain and coordinate the CCMO calendar with the CEO EA, as needed.
• Provide timelines and advance notice of meetings/events, etc. for planning purposes.
• Create, maintain and update CCMO contacts.
• Assist OF Board and internal OF Committees as needed.
• Coordinate the scheduling and timeline preparation for Board and Committee materials related to CCMO topics and agenda and provide final documents for timely posting.
• Establish and maintain relationships with internal EA’s and Bank President’s and CFO’s EA’s to allow for effective communication and cooperation, as needed.
• Manage CCMO file plan for document storage and work in coordination with Information Governance to adjust file plan as needed.
• Obtain and compile background materials for meetings on request or as needed. Distribute materials in advance of meetings/conference calls on request or as needed.
• Prepare itineraries; arrange travel accommodations, both domestic and foreign; obtain visas as required; prepare expense reports using NetSuite and provide Corporate AMEX documentation in a timely manner.
• Serve as meeting and conference planner for meetings hosted by CCMO handling logistical requirements to ensure that meeting needs are met.
• Support the OF’s diversity and inclusion strategy by following policies and procedures that ensure opportunities for employees and diverse business partners.
• Other various EA task and duties identified by the CCMO.

PRINCIPAL CRO RESPONSIBILITIES

• Provide administrative support for the CRO, including but not limited to meeting scheduling, expense processing, conference registrations, travel coordination, and expense reconciliation.
• Provide administrative support for the Risk Management team, including but not limited to meeting scheduling, expense processing, travel coordination and schedule of deliverables.
• Schedule Enterprise Risk Management (ERM) Committee and Risk Committee meetings with the Committee members and the Board, and coordinate the development and preparation of relevant correspondence and materials for these committee including agendas, work plans and the production of Board books.
• Serve as Secretary of the ERMC and Risk Committee Board meetings, with ownership of committee minutes that appropriately reflect all key items, topics and discussions.
• Ensure timely compilation, formatting, and editing of important Risk Management documents, reports, policies and procedures.
• Act as the Risk Management records liaison, with ownership of Risk Management content.
• Participate in recurring Risk Management meetings, with ownership of meeting minutes to include writing, distribution and tracking of key issues, discussion items, and deliverables.
• Organize special events for Risk Management Department (e.g., conference planning, holiday parties, team building and morale building activities, etc.) and assist with coordinating office-wide events as time permits.
• Prepare business correspondence and/or review for proper format, grammar, and accuracy using Microsoft Word.
• Coordinate complex scheduling (different time zones and external calendars) with the Federal Housing Finance Agency and all Office of Finance business areas; identify duplicative meetings where possible and offer feedback for streamlining meetings and the overall schedule in collaboration with the Exam Liaison. Provide daily schedule to all parties and address meetings change requests promptly. Utilize MS Access to manage relevant scheduling data and to facilitate tracking of attendees’ schedules and provide for effective scheduling reports.
• Other duties as assigned by the CRO.

PRINCIPAL JOB REQUIREMENTS

• Bachelor’s degree or related experience.
• 5-7 years’ executive-level administrative experience supporting a C-Level executive or similar.
• Experience with formal minute taking, preparation, and distribution to high-level executives.
• Proficient in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint, Visio), and proficiency or ability to quickly learn Adobe Acrobat, SharePoint, ADP, SalesforceFusion and other office software and computer applications. Computer savvy is important for this role.
• Excellent oral and written communication skills.
• Strong interpersonal and customer service orientation.
• Ability to use initiative and independent judgment within established policies and guidelines.
• Ability to communicate and collaborate with all levels of management and staff.
• Ability to analyze and solve problems in key relationships with stakeholders.
• Excellent organizational skills and ability to manage multiple projects at one time.
• Impeccable attention to detail.
• Ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Ability to maintain a high level of confidentiality and discretion.
• Ability to work independently and exercise strong judgement when serving the Banks Committee members, OF executives, and employees.
• Ability to listen and integrate ideas from diverse groups of individuals, build and maintain respectful relationships, collaborate with others, and resolve conflicts constructively.
• Flexibility to provide in-office coverage Monday-Friday when needed.
• Dependability and a strong work ethic is critical.
• Proof of eligibility to work in the United States.

EQUAL EMPLOYMENT OPPORTUNITY

The Federal Home Loan Banks Office of Finance is committed to equal employment opportunity without regard to race (including traits historically associated with race, such as hair texture, hair type and protective hairstyles), color, religion, sex, pregnancy (including childbirth, lactation, and related medical conditions), national origin or ancestry, age, physical or mental disability, veteran status, uniformed service member status, military status, sexual orientation, gender identity, status as a parent, marital status, genetic information (including testing and characteristics), citizenship status, or any other characteristic protected by applicable federal, state, or local law.