Job Description:

Company

Federal Reserve Bank of Chicago

In this visible role, the Senior Executive Assistant supports a Management Committee member as well as related processes and projects and is viewed as an extension of the Officer supported. Therefore, the individual must use good judgment and professional etiquette in recognizing scope of his/her authority.

The individual is resourceful, operates autonomously, prioritizes and manages multiple tasks in a fast-paced environment, while maintaining and promoting good working relationships with co-workers, senior executives and counterparts. Anticipates the needs of senior management and is proactive in addressing needs. Uses problem solving, decision making, and analytical skills to troubleshoot, make recommendations, and take actions on data and information of mid-level complexity.

The individual performs routine as well as some complex, diverse and confidential secretarial and administrative duties requiring broad and comprehensive experience, skill and knowledge of organizational policies and practices. This includes scheduling, correspondence, handling telephone inquiries, problem-solving/troubleshooting and general office workflow management. Acts as an active member in a team environment by anticipating and supporting the needs of the group. The Senior Executive Assistant may provide coaching for other assistants.

The level of work required is considered advanced and staff must be able to work under minimal supervision and exhibit independent discretion. This job does not have any direct reports.

Customer Service

• Serves as a contact and liaison to internal and external stakeholders


• Handles situations with poise, tact and diplomacy


• Responds to phone and in person inquires, and/or directs parties to appropriate resources

Scheduling

• Maintains calendars and schedules by making appointments, arranging meetings, travel itineraries, and coordinating related arrangements


• Serves as gatekeeper, making decisions about relative priorities of meetings and appointments


• Schedules and organizes meetings or events which require: room reservation and set-up, meal planning, material coordination and reproduction, agenda preparation, arranging building access for meeting visitors/guests, coordinating speakers and related contracts, and arranges for remote participation via video and/or phone

Communication

• With minimal guidance, drafts and edits letters, memos, and general communications to internal and external stakeholders, in the voice and style of executive(s) supported


• Creates and edits high quality presentations and related materials

Office Management

• Ensures that organizational processes for handling confidential and non-routine information are followed and provides recommendations to improve processes, including distributing, filing and retrieving hard copy and electronic mail and other documents in accordance with records retention and information security policies and procedures


• Organizes and prioritizes large volumes of information for quick access and historical reference


• Completes and processes billing, invoice, expense check and travel voucher reimbursement requests


• Coordinates events of varying complexity and duration


• Performs other duties as assigned

Qualifications:

• Bachelor's degree or equivalent experience as noted below


• 5 to 7 plus years of direct work-related experience


• High level of interpersonal skills to handle sensitive and/or confidential situations


• Flexibility to work extended morning and evening hours


• Excellent time management and organization skills


• Proficient knowledge of Microsoft Office and other software packages and systems including; Word, Excel, PowerPoint,

What we Offer

• Comprehensive benefits package includes medical, dental, vision, prescription drug coverage, 401k savings plan, retirement plan, paid time off, transit benefit, onsite gym and subsidized cafeteria


• A learning environment with opportunities to gain new skills and grow your career

This document indicates the general nature and level of work performed by employees within this position. It is not a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. An employee's responsibilities, tasks, and duties might differ from those outlined in the job description, and other duties, as assigned, are a part of the job. The Federal Reserve Bank of Chicago reserves the right to modify the elements of this job description, as business needs require.

Full Time / Part Time

Full time

Regular / Temporary

Regular

Job Exempt (Yes / No)

No

Job Category

Administrative/Clerical

Work Shift

First (United States of America)

The Federal Reserve Banks believe that diversity and inclusion among our employees is critical to our success as an organization, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool. The Federal Reserve Banks are committed to equal employment opportunity for employees and job applicants in compliance with applicable law and to an environment where employees are valued for their differences.

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