Senior Executive Assistant

Don’t let our name scare you, we are not your average bank. With nearly a century of service, FHLBI is one of 11 independent regional cooperative banks across the U.S. Simply put, we’re a bank for banks, credit unions, community development financial institutions and insurers across Indiana and Michigan. As a cooperative, we are dedicated to strengthening communities throughout our region. But enough about us, let’s talk about you. Are you looking for a company that views their employees as their greatest asset? A company that’s dedicated to making a difference in the community? So much so they pay their employees to volunteer? Do you want to join a talented workforce that prioritizes diversity, equity and inclusion, and promotes learning and development, unique skills/ideas, and employee engagement? If you’ve said yes to these questions, then we might be a match! Here is what we offer: Fantastic, competitive pay and total rewards Industry-high 401(k) match: up to 6% PLUS…an additional 4% contribution! Tuition reimbursement assistance: To help you continue to develop personally and professionally. Student loan repayment assistance: That’s right, we will help you repay outstanding student loans! Awesome Benefits Package: Medical, dental, vision benefits and even pet (you read that right) insurance! Generous time off: Vacation, paid federal holidays, birthday month floating holiday, volunteer day and summer hours program “Dress for your day” dress code: You choose the appropriate work attire based on what your day looks like. Purpose: Position reports to the Executive Administrative Manager and provides support to the President-CEO and the Bank’s senior management team. Position will serve as backup to the Executive Administrative Manager and the Senior Executive Assistant. Provides administrative support to departments designated by the Executive Administrative Manager. Responsible for providing professional and confidential administrative assistance. The following statements are intended to describe the general nature and level of work Being performed by persons assigned to the job. They are not intended to be an exhaustive list of all responsibilities or abilities required of persons so classified. The Bank reserves the right to alter or amend this description at any time. Specific Responsibilities: Performs special projects as required, and handles additional duties and responsibilities as assigned by the Executive Administrative Manager and Senior Management staff. Provides back-up administrative support as requested. Provides professional and confidential administrative support. Coordinates calendars, schedules and meetings. Schedules and coordinates on-site and off-site meetings and conferences. Arranges agenda and registers attendees. Makes travel arrangements as required. Process invoices in a timely manner. Ensures effective and efficient workflow between internal and external customers. Establishes and maintains confidential and non-confidential files and records. Composes important and confidential correspondence and documents requiring a broad knowledge of department operations, policies, procedures, and regulations. Exercises diplomacy and good communication skills in receiving visitors and telephone inquiries. Supplies information that requires knowledge of functional organization and procedures. Identifies administrative issues with potential impact to the operation of the departments being supported and recommends solutions and courses of action to deal with issues. Provides recommendations for changes in policies or procedures to improve efficiency and cost effectiveness of office operations. Recommends improvements in workflow and procedures as appropriate. Prepares various reports that involve gathering data, summarizing information and compiling into appropriate format. Initiates and maintains assigned project management. Serves as an information resource regarding critical financial policies and procedures. Enhances productivity and demonstrates advanced proficiency by adapting to new technology and acquiring new technical skills through training. Registration assistance for FHLBI events using Constant Contact. Order office supplies as needed. Successfully complete administrative projects that can affect the President-CEO’s reputation and professional relationships with a proactive, hands-on approach, including drafting acknowledgment letters, personal correspondence, and taking care of other key reputational tasks on behalf of the President-CEO. Draft responses for the President-CEO’s signature based on knowledge of activities, interests, priorities, issues, schedules, etc. Ability to discern the proper channels for addressing issues/concerns. Informs Executive Administrative Manager of important issues requiring his/her attention or knowledge. Interfaces with Board members, FHLBank Presidents, Senior Management staff, managers and bank personnel. Works with Executive Administrative Manager in coordinating President-CEO scheduled events, i.e., conference calls, Board meetings and ad hoc meetings. Assists Executive Administrative Manager with planning, expenses and inquiries on behalf of the President-CEO and Senior Management staff. Provides administrative support in the preparation of the annual budget for the assigned organization area and monitors and tracks expenditures with approved budget allocations. Ensures that the office administrative functions are effectively carried out, keeping informed of departmental/division activities. Schedules, prepares and compiles meeting materials for various Bank committees (Board and Bank), including posting of applicable materials to FHFA and Board Portals such as meeting minutes, agendas, etc. Position Requirements: Must be flexible in workflow demands as required duties can change with Bank needs. Must comply to in-person requirements for duties that require presence in the Bank. Knowledge of business administration as well as written and verbal ability at a level normally acquired through completion of a bachelor’s/associate’s degree in business administration, liberal arts with an emphasis in English, or a related discipline. Minimum of five years’ experience as an Administrative Assistant or Executive Assistant to senior management. Banking or other equivalent business experience preferred. Experience with electronic records portals such as Board Vantage a plus. Interpersonal skills necessary in order to articulate information, provide assistance, and give direction to board members, FHLBank presidents, Senior Management staff, managers, and other bank personnel. Skills also include tact, poise, direct telephone contacts, and ability to work with highly confidential material. Ability to develop, analyze and summarize administrative financial reports. Must possess exceptional organizational skills, the ability to prioritize, and be detail-oriented. Proficient in Microsoft Office products. Must not have been convicted of any civil or criminal charge that would suggest a risk to Bank security. Must be able to work full time during the hours of 8:00 a.m.-5:00 p.m. and overtime as needed. Communicate and interact effectively with management, peers and supervisors in a professional manner. Ability to uphold and model the bank’s guiding principles. FHLBank Indianapolis is an Equal Opportunity Employer. The Federal Home Loan Bank of Indianapolis focuses on recruiting, hiring , developing, and retaining a talented workforce by providing an environment that enables them to succeed. Diversity and inclusion are essential to building and maintaining our competitive edge - and are key to our current and future individual and business successes. To provide bank staff with both personal and professional growth, FHLBank Indianapolis offers excellent training and mentoring programs. Our current qualified staff includes more than 200 people with a wide range of abilities and backgrounds.