Executive Assistant

Join the FHLBC team!

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.
• Retirement program (401k and Pension)
• Medical, dental and vision insurance
• Lifestyle Spending Account
• Generous PTO plan
• 11 paid holidays per year
• Hybrid working model

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. Our regular All-Staff meetings keep employees informed and our values drive the work that we do. Our Buddy Program pairs new hires with tenured employees to guide their onboarding. Through our Office of Diversity, Equity and Inclusion (DEI), we host signature and employee-led events to celebrate our differences and learn from each other and identify volunteer opportunities to strengthen our communities; and Employee Resource Groups (ERGs) and culture teams create connections around shared interests and experiences. We offer live and on-demand professional development opportunities to grow your skillset and your career.

What you'll do:

As the Executive Assistant to the Chief Human Resources Officer (CHRO) and Chief Auditor you will play a pivotal role in providing high-level administrative support to two key leaders and their teams within our organization. Your primary responsibility will be to ensure the smooth functioning of the CHRO's and Chief Auditor's daily activities, manage and create presentations to the Executive Team and Board of Directors, and assist with team events and support as needed. Your exceptional organizational skills, attention to detail, and ability to handle confidential information will be crucial in this role.

How you'll make an impact:

• Provide exceptional, first-class customer service to 2 executives across Human Resources, Communications, and Internal Audit.
• Proactively identify and address administrative issues and opportunities, and effectively communicate solutions.
• Create materials and coordinate Board and Executive level meetings.

What you can expect:

Calendar & Schedule Management:

• Efficiently manage the busy calendars of the CHRO and Chief Auditor, scheduling meetings, conference calls, and appointments.
• Coordinate and prioritize appointments to optimize their time and ensure they are well prepared for all engagements.

Meeting Coordination and Support:

• 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

Board and Executive Level Materials Creation:

• Develop and design comprehensive board presentations and executive-level reports in both Microsoft PowerPoint, Excel and Word formats.
• Collaborate closely with the CHRO and Chief Auditor 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.

Confidential Information Handling:

• Exercise discretion and confidentiality when dealing with sensitive information, such as HR matters, audit reports, and executive-level discussions.

Reporting and Documentation:

• Assist in developing and preparing reports, presentations, and data analysis as requested by the CHRO and Chief Auditor.
• Maintain accurate records and files, both physical and electronic, for easy retrieval and reference.

Project Support:

• Collaborate with the CHRO and Chief Auditor on various projects, providing administrative assistance and tracking progress.
• Preparations for two FHLB system events - May Director's Conference hosted in DC and October Governance Risk Assurance Conference hosted in Chicago.
• Coordinate (e.g. create & send survey, reminders for responses, summarize results) PwC annual evaluation to the FHLB system.
• Maintain current contact list for PwC, FHLB Chief Audit Executives and Audit Committee Chairs Group to support attendees list for the two FHLB system events.
• Management of Service Providers (e.g. on/off boarding of vendors via ServiceNow such as security, contracts).
• Assist in developing PowerPoint presentation when provided the content.

Cross-Functional Collaboration:

• Liaise and cooperate with other executive assistants, HR team members, and internal audit staff to foster effective communication and teamwork.

Prioritization and Time Management:

• Identify urgent tasks and manage time efficiently to meet deadlines while handling multiple tasks simultaneously.

What you'll bring:

• Bachelor's degree or equivalent experience in business administration or a related field.
• 7-10+ years experience supporting senior / executive level 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) 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.

The perks:

At FHLBank Chicago, we believe in rewarding our high performing workforce. We offer a highly competitive compensation and bonus package, and access to a comprehensive benefits program designed to meet the needs of our employees. Our retirement program includes a 401(k) and pension plan. Our wellbeing program supports employees at work and in their personal lives: Our generous PTO plan provides five weeks of vacation for new employees and 11 paid holidays per year; our Lifestyle Spending Account provides an annual stipend for employees to support wellbeing activities; and our central downtown location at the Old Post Office provides easy access to public transportation and breathtaking views from our award-winning rooftop. Step into a brighter future with us. #LI-Hybrid