Purpose:

The Senior Executive Assistant reports to the Executive Administrative Manager and provides support to specific business units within the Bank.  This position will serve as backup to the Executive Administrative Manager and to the administrative team.  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:

• Provide professional and confidential assistance which includes, but not limited to, cross-functional support, special projects, calendar management, arrange meetings, process invoices and expenses, book travel and maintain confidential and non-confidential files and records for departments that this position supports. Identify recommendations for changes in policies or procedures to improve efficiency and cost effectiveness of office operations.

• Prepare Bank Committee agendas and meeting minutes using Board Vantage software.  Includes gathering data, summarizing information, compiling into appropriate format, and posting applicable materials to the FHFA portal.

• Exercise diplomacy and excellent communication skills when interfacing with Board Members, Senior Management staff, Bank staff, Members and FHLBI visitors.  Supply information that requires knowledge of functional organization and procedures.  Ensure effective and efficient workflow between internal and external customers.

• Schedule and coordinate on-site and off-site meetings and conferences. Create the agenda and register attendees using Constant Contact software.  Handle catering orders as requested.

• Collaborate closely with and support specified business units.

• Enhance productivity and demonstrate advanced proficiency by adapting to new technology and acquiring new technical skills through training. 

• Other duties as assigned by the business units being supported.

Competencies:

Business

• Dependability

• Excellent Customer Service Skills

• Confidentiality

General

• Productivity/Initiative

• Personal Organization

• Attention to Detail

People

• Communication Skills

Position Requirements:

• Must be flexible in workflow demands as required duties can change with Bank needs.

• Must comply with in-person requirements for duties that require presence in the Bank

• Minimum of five years’ experience as an Administrative Assistant or Executive Assistant supporting C-Suite executives.  Banking or other equivalent business experience preferred.

• Experience with electronic records portals such as Board Vantage a plus.

• 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 and overtime as needed.

• Ability to uphold and model the Bank’s Guiding Principles.

FHLBank Indianapolis is an Equal Opportunity Employer.