Executive Assistant

The Mom Project is excited to partner with Federal Home Loan Bank of Chicago in their search for an Executive Assistant supporting an executive on their MPF team! This is a hybrid role - 4 days in office, 1 day remote.

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. We are committed to a high performing, engaged workforce, and to supporting the communities we serve across Illinois and Wisconsin. Our Buddy Program pairs new hires with tenured employees to guide their onboarding. Our professional development and training opportunities through upskilling, mentorship programs, and tuition reimbursement allow employees to grow their career with us. Our collaborative, in-office operating model brings teams together to foster innovation, connection, and shared success. To support balance and flexibility, employees are provided an allocation of remote days to use as needed throughout the year.

What you’ll do:

As an Executive Assistant you will play a pivotal role in providing high-level administrative support to key leaders and their teams within our organization. Your primary responsibility will be to ensure the smooth functioning of Executive’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:

• Maximizes executive productivity by providing high-quality administrative support that streamlines scheduling, communications, and priorities
• Ensures operational continuity by serving as a flexible resource supporting executives across the bank when additional administrative coverage is needed
• Drives efficiency and preparedness by proactively addressing administrative needs and coordinating materials and logistics for meetings and events including Board meeting and executive-level meetings

What you can expect:

Calendar & Schedule Management:

• Efficiently manage the busy calendars, scheduling meetings, conference calls, and appointments.
• Coordinate and prioritize appointments to optimize their time and ensure they are well prepared for all engagements.
• Proactively address calendar conflicts.

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 executives and their teams 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.
• Maintain accurate records and files, both physical and electronic, for easy retrieval and reference.

Project Support:

• Collaborate with C-Level Executives on various projects, providing administrative assistance and tracking progress.
• Preparations for FHLB system events
• Coordinate feedback surveys (e.g. create & send survey, reminders for responses, summarize results).
• Maintain current contact lists for system groups and/or service providers/vendors.
• Management of Service Providers (e.g. on/off boarding of vendors via ServiceNow such as security, contracts).
• Assist in developing PowerPoint presentations.

Cross-Functional Collaboration:

• Liaise and cooperate with other executive assistants, team members, and 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 / C-level executive 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, Teams) 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 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. Visit FHLBCbenefits.com for additional details about our benefits. Step into a brighter future with us.

For additional details regarding submission eligibility and payment terms, please refer to your contract. Only submissions from agencies with current service contracts in place will be considered.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status, and will not be discriminated against on the basis of disability.