Executive Administrator/Assistant

Location Boston

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The Federal Home Loan Bank of Boston is a leading provider of wholesale funding for housing and community finance in New England serving approximately 420 financial institutions across the region. The Federal Home Loan Bank of Boston is committed to making New England a better place to live and do business, and our employees are integral to our success. As a cooperative, we are owned by approximately 420 banks, credit unions, insurance companies, and community development financial institutions that access tens of billions of dollars of our reliable, wholesale funding each year. Our funds are a vital resource that helps our members succeed, provide families with safe, decent affordable housing, and generate economic development that creates jobs in communities throughout our region. Our highly skilled team of about 220 is diverse, innovative, collaborative, and passionate about the work we do. We seek other professionals excited to share their knowledge, talent, and passion for our mission to join our team. We offer opportunities for career development, robust benefits, and a work-life balance.

Position Summary

We are seeking an experienced and highly organized Executive Assistant to provide top-level support to our executive team. The ideal candidate will possess exceptional communication skills, a proactive mindset, and the ability to manage multiple priorities in a fast-paced, hybrid work environment. Strong interpersonal and collaboration skills are crucial in ensuring the smooth operation of executive functions and enhancing productivity.

This role will have a hybrid work schedule in our Boston office in accordance with the Bank's Hybrid Work Program. More time will be expected in the office to support onboarding initially, up to 90 days.

Limited travel within the six New England states expected to be less than 5% annually, with occasional overnight stays required.

Key Responsibilities

Executive Support: Provide operational and administrative support to the Office of the President & the Legal department, managing calendars, scheduling meetings, and preparing and organizing agendas and supporting materials for meetings. This role also involves taking detailed minutes during meetings to capture key discussions and decisions.

Board of Directors: Manage building board books in Diligent, including sending reminders to those responsible for submitting meeting materials. Manage uploading periodic board votes/resolutions, director questionnaires and eligibility certifications. Prepare Board fees spreadsheet for Accounting, track board members attendance, and prepare annual directors fees meeting template for the FHFA. Process board expense reports for reimbursement.

Project Management: Assist in managing key projects and initiatives in support of the Office of the President and Legal department by tracking progress, deadlines, and deliverables. Examples include the annual certifications and forms required by the Bank's Ethics Program, supporting the annual director election process, managing the Bank's delegations of authority, and responding to regulatory information requests.

Minute Taking: Take minutes of certain meetings of the Board and the Bank's Management Committee and Disclosure Committee.

Diligent Board Portal: Manage Diligent Board Portal including site management and managing users, committees, and roles. Manage the Diligent vendor review process and contract renewals.

Budget: Prepare departmental budgets for the Office of the President and Legal department, support financial management tasks, including tracking expenses and preparing reports.

Confidentiality Management: Handle sensitive information with discretion and maintain confidentiality at all times.

Team Collaboration: Work closely with other team members and departments to facilitate communication and ensure alignment on organizational goals. Back up other staff when necessary.

Other duties, as assigned.

Qualifications

Education: A degree in Business Administration, Communications, or a related field or relevant work experience is required.

Experience: Minimum of 5 years of experience in an executive assistant role, preferably supporting C-Suite executives and engaging with Board members.

Workplace Skills:

Demonstrated organizational and time management skills.

Effective communication abilities for a hybrid work model using various modalities.

Advanced Proficiency in Microsoft Office products and other relevant software is required for success.

Experience with electronic board book software is preferred.

Ability to work independently and handle multiple priorities with minimal supervision.

Strong problem-solving skills and attention to detail.

Attributes:

Professional demeanor and a positive attitude.

High level of integrity and reliability.

The Federal Home Loan Bank of Boston is committed to building and sustaining a diverse workforce that reflects the communities that we serve. As an Equal Opportunity Employer, we strongly encourage applicants from every ethnicity, color, religion, gender, age, national origin, disability, veteran or parental status and sexual orientation.

Nothing in this job description restricts management's right to (re)assign duties and responsibilities to this job at any time.

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