Executive Assistant - Indianapolis, United States - Federal Home Loan Bank of Indianapolis

Description

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:

• Flexible hybrid workforce model: Onsite three days a week and two days remote. We also offer five fully remote weeks per year
• Fantastic, competitive pay and total rewards
• Industry-high 401(k) match: up to 6% 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 Executive department. Position also provides support to the President-CEO, the Bank's senior management team and any other department the Executive Administrative Manager requests. 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 applicable electronic tools.
• Order office supplies as needed.
• Schedules, prepares and compiles meeting materials for various Bank committees, including posting of applicable materials to Federal Housing Finance Agency and Board Portals such as meeting minutes, agendas, etc.
• Provide support requiring knowledge of SharePoint.
• Actively participates in meetings and the facilitation of reporting and follow-up across the attendees as required.
• Assists in the process to contact vendors for the purpose of verifying information and/or responding to inquiries.

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.
• Experience with electronic records portals such as Board Vantage or Diligent a plus.
• Banking or other equivalent business experience preferred.
• Event planning skills a plus.
• 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.
• Typing speed of 60-65 WPM with a high degree of accuracy.
• Excellent written and oral communication skills.
• Ability to lift 20-25 lbs.

FHLBank Indianapolis is an Equal Opportunity Employer.