Executive Assistant

FEDERAL HOME LOAN BANKS OFFICE OF FINANCE POSITION DESCRIPTION

POSITION:

Executive Assistant

DATE: April 2025

DEPARTMENT:

Accounting

FLSA: Non-Exempt

REPORTS TO:

Chief Accounting and Reporting Officer (CARO) & Chief Audit Executive (CAE)

LOCATION: Hybrid/Reston

SUMMARY OF POSITION

The Executive Assistant serves as the primary point of contact for internal and external communications on matters pertaining to the CARO & Accounting Team and the CAE & Internal Audit Team. The Executive Assistant must have the ability to exercise good 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 RESPONSIBILITIES

• Support CARO & CAE schedule and calendar providing reminders on a variety of important scheduling topics on a regular basis.
• Create, maintain and update CARO & CAE contacts.
• Interact, grow and maintain relationships with internal EA's to allow for easy communication and cooperation.
• Obtain and compile background materials for meetings on request or as needed for CARO & CAE. Distribute materials in advance of meetings/conference calls on request or as needed.
• Support CARO & CAE emails/incoming calls, as requested, ensuring prompt and courteous service. Place outgoing calls/emails as requested by CARO & CAE.
• Prepare itineraries, arrange travel accommodations, complete conference registrations, prepare expense reports using NetSuite and provide corporate credit card documentation in a timely manner.
• Serve as meeting planner for meetings hosted by CARO or CAE handling logistical requirements to ensure that all meeting needs are met.
• Organize special events for the Accounting and IA teams (e.g., holiday parties, team building and morale building events, etc.)

• Other miscellaneous requests by CARO & Accounting department Directors or CAE and Audit department including miscellaneous projects/responsibilities as needed.
• Other duties as assigned by the CARO & CAE.

CARO & ACCOUNTING RESPONSIBILITIES

• Support CARO on Board and Committee meeting related materials, as needed.
  1. Full lead and coordination of Audit Committee meetings and calls, including timely documentation of meeting minutes.
     1. The processes for Strategic Planning, Budgeting (Budgets, Variance Reports, and Forecasts), CFR Disclosure Committee, and Retirement Plan Committee are generally managed by department level resources. Provide support as requested.

CAE & INTERNAL AUDIT RESPONSIBILITIES

• Participate in recurring Internal Audit (IA) team meetings, with ownership of meeting minutes to include writing, distribution and tracking of same
• Track action items status with IA team members
• Provide administrative support for the Internal Audit team, such as preparing folders for upcoming audits and load related audit templates

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 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 Board 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, accountability, and a strong work ethic are 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, ethnic origin, 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 or immigration status, or any other characteristic protected by applicable federal, state, or local law.