The Federal Home Loan Bank of Boston is a leading provider of wholesale funding for housing and community finance in New England serving more than 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 more than 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 220 is 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

This role provides administrative and project support to the SVP, Chief Audit Officer (CAO) and the SVP, Director of Housing and Community Investment (DHCI) and their management teams. This role is responsible for maintaining strong and effective communications with the CAO, DHCI and their key stakeholders, including: their direct reports (some of them managers), Management Committee members, Bank leaders, external auditors, and Audit Committee and Housing & Community Development Committee Member (Board of Director members), as needed. 

The ideal candidate is a self-starter who takes pride in one’s work and thrives in a departmental support role.  Strong organizational and communication skills are required for success. 

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.

Key Responsibilities:

Executive Support:

• Provide comprehensive administrative support to the CAO & DHCI and their department staff, ensuring timely, professional and courteous customer treatment to all stakeholders.
• Organize and coordinate materials received by the CAO & DHCI and their respective departments, manage Executive calendars, and assist with travel arrangements and meeting coordination.
• Prepare, coordinate, and proofread presentations, reports, and other documents for the CAO & DHCI and direct reports.
• Attend selected meetings, take detailed notes, and draft meeting minutes.

Board of Directors:

• Administer the suite of Audit Committee (AC) Diligent files, including timely compilation/preparation of meeting materials, AC training materials, AC Resource Center documents, and the Annual Audit Committee Questionnaire.
• Manage the Audit Committee Work Plan and scheduling of meetings, coordinating with PwC and other stakeholders.
• Administer and coordinate materials for the quarterly Advisory Council, Housing and Community Development Committee, HCI Committee, and board meetings, including file uploads, assembling documentation from various internal departments, and taking meeting minutes.

Team Support:

• Help manage and support the workflow, project scheduling, and deliverable timelines for the CAO & DHCI direct reports. Keep a log, follow up on, and send reminders for deliverables. Coordinate and prepare materials for weekly staff meetings.
• Assist in coordination of CAO and FHLB CAE Group activities, including semi-annual in-person meetings and conferences, ACCG support (meetings, training, system efforts – e.g., SROC, Impact Report).
• Coordinate and gather Internal Audit & HCI-related information requests for the annual FHFA exam.
• Oversee timekeeping and time reporting for IA; prepare IA reporting (timekeeping, scheduling, hours budgeting).
• Serve as back-up for departmental roles in administration of records, business recovery, and facility coordination.
• Back up other departments’ administrative support functions when needed.

Budget:

• Work with the CAO & DHCI to support the preparation of the annual budget and reforecasts.

Operational Tasks:

• Demonstrated experience and comfort with learning to use web-based software, identifying and implementing process improvements, and contributing within a team environment.
• Administer and maintain IA & HCI policies and procedures, IA & HCI SharePoint sites, records management for IA & HCI and the associated Committees noted
• Coordination of IA quality assurance program, SOAF tracking and reporting, and IA system access and administration (TeamMate and EthicsPoint).
• Facilitate the process for requesting required compliance reports for the Affordable Housing Program and other community investment programs.
• Provide members and housing developers with assistance on their Community Lending Login Accounts and update customer contacts in Salesforce.
• Assist with coordinating and implementing the FHFA’s biennial Community Support Program.
• Support departmental or Bank projects and initiatives as necessary.
• Perform other duties as assigned or required.

Qualifications

Knowledge/Skills

• Excellent oral and written communications skills, proven initiative and work ethic working with confidential information, attention to detail and the ability to multitask are all critical skills for success in this role.

• The ability to effectively proofread and edit the work of others is required.

• Ability to establish and maintain positive relationships with staff at all levels, including senior management and various internal and external stakeholders.

• Ability to pivot, prioritize via collaboration and complete projects on time and budget.

• Digital proficiency and the ability to pick up and utilize new technology effectively is required. Familiar with reporting tools and experience with reporting.

• Demonstrated proficiency in Microsoft Office software products, including preparing and manipulating reports (Excel, PowerBI), memos and reports (Word), creating and modifying presentations (PowerPoint, other).

• Prior or current experience with SharePoint, Diligent, IBM Notes and database management is attractive, but not required.

•  Familiar with reporting tools and experience with reporting

Experience

• At least five (5) years’ experience in an administrative/executive assistant role in a professional work environment is required.

• Current or prior experience providing professional support to more than 1 team/department is strongly preferred.

• Prior experience in an Audit department, or in Banking or Financial Services is desirable, but not required.

Education

·         Bachelor’s degree preferred or equivalent relevant work experience.

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 assign or reassign duties and responsibilities to this job at any time.