Executive Assistant

Federal Home Loan Bank of Chicago•Chicago, IL

13h•Hybrid

About The Position

At the Federal Home Loan Bank of Chicago, employees come first - that’s why we offer a highly competitive compensation and bonus package, and access to a comprehensive benefits program designed to meet the needs of our employees. C ollaborative, in-office operating model Retirement program (401k and Pension) Medical, dental and vision insurance Lifestyle Spending Account Competitive PTO plan 11 paid holidays per year Who we are: Our mission at FHLBank Chicago: To partner with our members in Illinois and Wisconsin to provide them competitively priced funding, a reasonable return on their investment, and support for their community investment activities. Simply said, we're a bank for banks and other financial institutions, focused on being a strategic partner for our members and working together to reinvest in our communities, from urban centers to rural areas. Created by Congress in 1932, FHLBank Chicago is one of 11 Federal Home Loan Banks, government sponsored in support of mortgage lending and community investment. What it’s like to work here At FHLBank Chicago, we bring people together. We are committed to a high performing, engaged workforce, and to supporting the communities we serve across Illinois and Wisconsin. Our Buddy Program pairs new hires with tenured employees to guide their onboarding. Our professional development and training opportunities through upskilling, mentorship programs, and tuition reimbursement allow employees to grow their career with us. Our collaborative, in-office operating model brings teams together to foster innovation, connection, and shared success. To support balance and flexibility, employees are provided an allocation of remote days to use as needed throughout the year.

Requirements

Bachelor's degree or equivalent experience in business administration or a related field.
7-10+ years experience supporting senior / C-level executive management.
Proven experience as an executive assistant, supporting senior executives or C-suite members.
Exceptional organizational and time management skills with a strong ability to multitask effectively and manage competing priorities.
High level of discretion and ability to handle sensitive information with confidentiality.
Proficiency in office productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Teams) and collaboration platforms.
Strong attention to detail and commitment to producing accurate work.
Proactive and resourceful problem solver with a positive and professional demeanor.
Ability to work independently and as part of a team, displaying strong interpersonal skills.

Nice To Haves

Coordinate feedback surveys (e.g. create & send survey, reminders for responses, summarize results).
Maintain current contact lists for system groups and/or service providers/vendors.
Management of Service Providers (e.g. on/off boarding of vendors via ServiceNow such as security, contracts).
Assist in developing PowerPoint presentations.

Responsibilities

Play a pivotal role in providing high-level administrative support to key leaders and their teams within our organization.
Ensure the smooth functioning of Executive’s daily activities.
Manage and create presentations to the Executive Team and Board of Directors.
Assist with team events and support as needed.
Maximize executive productivity by providing high-quality administrative support that streamlines scheduling, communications, and priorities.
Ensure operational continuity by serving as a flexible resource supporting executives across the bank when additional administrative coverage is needed.
Drive efficiency and preparedness by proactively addressing administrative needs and coordinating materials and logistics for meetings and events including Board meeting and executive-level meetings.
Efficiently manage the busy calendars, scheduling meetings, conference calls, and appointments.
Coordinate and prioritize appointments to optimize their time and ensure they are well prepared for all engagements.
Proactively address calendar conflicts.
Organize meetings, conferences, and workshops, ensuring all logistics are in place, such as room bookings, equipment setup, and catering if required.
Coordination of schedules for larger, complex meeting invitations.
Prepare meeting materials, agendas, and presentations as directed.
Assist with travel itineraries and arrangements.
Submit Expense reports as needed.
Develop and design comprehensive board presentations and executive-level reports in both Microsoft PowerPoint, Excel and Word formats.
Collaborate closely with the executives and their teams to gather relevant data, insights, and key performance indicators to be included in the materials.
Ensure that all board and executive materials are visually engaging, accurate, and effectively convey complex information in a concise and compelling manner.
Review and edit drafts of board and executive materials for grammar, spelling, and overall coherence, maintaining a high standard of quality in all deliverables.
Coordinate with relevant departments to obtain necessary information and updates for inclusion in the materials.
Adhere to strict timelines to ensure timely completion and distribution of board and executive-level materials ahead of scheduled meetings and reporting periods.
Exercise discretion and confidentiality when dealing with sensitive information, such as HR matters, audit reports, and executive-level discussions.
Assist in developing and preparing reports, presentations, and data analysis as requested.
Maintain accurate records and files, both physical and electronic, for easy retrieval and reference.
Collaborate with C-Level Executives on various projects, providing administrative assistance and tracking progress.
Preparations for FHLB system events.
Coordinate feedback surveys (e.g. create & send survey, reminders for responses, summarize results).
Maintain current contact lists for system groups and/or service providers/vendors.
Management of Service Providers (e.g. on/off boarding of vendors via ServiceNow such as security, contracts).
Assist in developing PowerPoint presentations.
Liaise and cooperate with other executive assistants, team members, and staff to foster effective communication and teamwork.
Identify urgent tasks and manage time efficiently to meet deadlines while handling multiple tasks simultaneously.