Executive Administrative Assistant

Company

Federal Reserve Bank of Kansas City

As a part of the nation's central bank, the Federal Reserve Bank of Kansas City supports a stable financial system. We work across diverse communities throughout our region and nation to foster understanding in our economy, the payments system, and financial institutions for people from all walks of life.

Together, we serve the public and each other in an innovative environment that values the highest ethical standards. Here you'll find support to develop, united in a clear and common purpose with a diverse team.

As an executive administrative assistant you will serve as the first touchpoint for internal and external stakeholders interacting with members of the Bank’s Management Committee. Working closely with other members of the executive administrative assistant team and Division leaders and staff, you will assist your executive(s) in facilitating business line work and executing on strategic priorities. This role will provide opportunities to partner with the Kansas City Conference Center Team, Facilities, IT and Audio/Visual teams, and Public Affairs. You will meet regularly with members of these teams to coordinate, problem solve, and discuss events, challenges and opportunities in order to provide excellent support and customer service to the Bank’s Management Committee.

Primary Responsibilities:

• Works closely with executive(s) to proactively anticipate their needs, ensure they are on schedule throughout the day, and provides reminders of upcoming deadlines.

• May manage executive’s email inbox and keep them apprised of upcoming deadlines or emails which require immediate attention.

• Communicates with all levels of Bank staff, Board of Governors’ staff, System staff, and the general public. Contacts may also include high-ranking individuals, such as Directors, Advisory Council members, or members of the Conference of the Presidents or First Vice Presidents, or U.S. Treasury officials. Exercises a high level of confidentiality, tact, and diplomacy in all interactions.

• Manages all aspects of executive’s calendar including scheduling meetings, appointments, calls, and events.

• Secures meeting space if needed and/or arranges virtual meeting platform. May work with Conference Center team to plan high-level meetings/events on behalf of their executive(s), including room reservations and set-ups, catering, audio-visual needs, and hotel block reservations. Provides general support during meetings/events as necessary.

• Coordinates travel arrangements to include airline reservations, hotel accommodations, ground transportation, and all other logistics during travel. Prepares travel itineraries, including logistical and meeting details if necessary. May make international travel arrangements requiring a visa, complete foreign travel requests, and communicate directly with foreign contacts to confirm all arrangements. Processes travel reimbursements in accordance with established policy/guidelines.

• Composes, formats, and/or edits correspondence, reports, meeting agendas, presentation materials, etc. on behalf of their executive(s). Serves as a resource to others by proofreading documents for proper Bank style, grammar, punctuation, spelling, and formatting; recommends related revisions. Sends internal, System, and external correspondence on behalf of their executive.

Secondary Responsibilities:

• Executes on projects and provides analytical support of varying complexity for executive(s) as needed.

• Performs various duties such as data entry, maintaining time and attendance records for executive(s), purchasing office supplies, managing purchasing card expenditures, and monthly reconciliations. Organizes and maintains filing system (paper and electronic) for executive(s) and is responsible for adhering to record retention guidelines.

• May research and recommend networking opportunities for their executive using judgement and analysis of existing relationships, trends, and potential gaps. Serves as the point of contact for high priority business meetings and relationships.

• Provides back-up support as needed to other executives on the floor. 

Skills Desired:

• Demonstrated initiative and interpersonal skills, including the ability to work effectively independently and in a team environment. 

• Demonstrated organizational skills and detail-orientation, including planning and execution of projects. 

• Effective customer service orientation.