Board Coordinator

SUMMARY OF POSITION

The Board Coordinator & Governance Specialist provides vital governance and administrative support to the Chief Executive Officer (CEO) and the General Counsel in managing responsibilities relating to the Board of Directors (Board) of the Federal Home Loan Banks (FHLBanks) Office of Finance (OF). The Board Coordinator & Governance Specialist serves as a liaison to the Board, supporting the most senior leadership at the OF in that capacity.

The Board Coordinator & Governance Specialist is primarily responsible for the scheduling, planning and agenda development for Board meetings and for the coordination of Board and Board committee meeting materials; attends Board meetings and prepares professional minutes; acts as the primary OF contact on all Board-related matters involving the Bank Presidents’ Conference, the Council of FHLBanks and the Federal Housing Finance Agency (FHFA); and coordinates on other logistical support for the Board. The Board Coordinator & Governance Specialist also assists the General Counsel in the operation of the Legal Department and in other governance matters.

We are proud of the way our teammates have a positive impact on everything that we do. Our employees are committed to and exemplify our Core Values:

• Integrity through accountability, consistency, transparency and trust;
• Agility through adaptability, continuous improvement, expertise and flexibility;
• Partnership through collaboration, communication, leadership and teamwork; and
• Inclusivity through diversity, relationships, respect and support.

ABOUT THE FHLBANKS, THE OF AND THE BOARD

The FHLBanks were created by the Federal Home Loan Bank Act of 1932 as government-sponsored enterprises and have been a fundamental part of the nation’s financial system for over nine decades. There are 11 regional FHLBanks (located in Atlanta, Boston, Chicago, Cincinnati, Dallas, Des Moines, Indianapolis, New York, Pittsburgh, San Francisco and Topeka) serving approximately 6,500 member financial institutions, with the OF acting as the FHLBanks’ fiscal agent. The FHLBanks together with the OF comprise the FHLBank System and are regulated by the FHFA.

The OF is a joint office of the FHLBanks located in Reston, Virginia. The OF is primarily responsible for issuing, marketing and servicing all debt securities for the FHLBanks and for preparing the FHLBanks’ combined financial reports.

The OF is governed by a 16-person Board, comprising the 11 FHLBank presidents and 5 independent directors.

PRINCIPAL RESPONSIBILITIES

• Prepares the agendas for Board meetings in consultation with the Board Chair, the CEO, the General Counsel and other senior management. Ensures that Board and Board committee agendas reflect respective work plans, as well as business and regulatory needs and priorities, that Board committee agenda items and Board agenda items are properly coordinated and sequenced, and that action item deadlines are met.
• Creates, coordinates and oversees the Board calendar.
• Manages, coordinates and oversees the postings of Board and Board committee meeting materials to ensure timeliness and accuracy.
• Arranges Board meeting logistics, serves as the key contact for Board members, internal participants, outside speakers and other participants. Engages the Board with an efficient and smooth meeting process.
• Executes follow-ups after Board meetings, ensures the timeliness and accuracy of submissions to the FHFA in compliance with FHFA requirements, and coordinates responses to FHFA requests relating to governance. Monitors the progress and status of Board committee action items.
• Attends Board meetings and prepares professional minutes.
• Maintains key corporate documents, files and records in the OF’s records management database (including official Board and Board committee meeting materials, Board and Board committee meeting minutes, OF by-laws, Board committee charters and other governance documents). Prepares resolutions and consents in consultation with the General Counsel.
• Supports the Board recruiting process. Participates in onboarding sessions for new members of the Board or senior management, including preparing agendas and presenting governance-related matters at the orientation.
• Tracks Board and Board committee meeting attendance records for Board members. Administers independent directors fee payments and reimbursements in conjunction with the OF’s accounting department.
• Provides high-quality administrative support to the Governance Committee of the Board (including scheduling and planning for meetings, attending meetings and preparing professional minutes).
• Manages and oversees the Board portal.
• Provides leadership by communicating and incorporating standard procedures and best practices in governance matters.
• Assists the General Counsel in the operation of the Legal Department and in other governance matters.
• Assists or coordinates on special projects as requested by the Board, the CEO or the General Counsel, and performs other duties and responsibilities as may be assigned by the General Counsel, from time to time.
• Support the OF’s diversity and inclusion strategy by following policies and procedures that promote opportunities for employees and diverse business partners.

PRINCIPAL JOB REQUIREMENTS

• Bachelor’s degree or above.
• Minimum of 3 years’ experience providing core administrative support to a board of directors (or similar governing body); other relevant experience with government-sponsored enterprises or other regulated financial institutions or paralegal experience is a plus.
• Solid understanding of corporate governance principles and practices.
• Sound judgment, impeccable professional integrity and strong work ethic; demonstrated maturity and ability to engage with senior leadership and manage highly sensitive information.
• Strong interpersonal skills; collaborative style and ability to work in a team environment, adjusting quickly to evolving needs.
• Strong organizational and planning skills; high-level responsiveness and attention to detail.
• Ability to multitask, prioritize and follow through on multiple projects concurrently, and manage projects independently.
• Effective oral and written communications skills; proven skills in taking professional meeting minutes.
• Ability to listen and integrate ideas from diverse groups of individuals, build and maintain respectful relationships, collaborate with others, and resolve conflicts constructively.
• High level of computer and Internet literacy, including Microsoft Office and Adobe Acrobat (experience with a board portal tool is a plus).
• Proof of eligibility to work in the United States.

EQUAL EMPLOYMENT OPPORTUNITY

The Federal Home Loan Banks Office of Finance is committed to equal employment opportunity without regard to race (including traits historically associated with race, such as hair texture, hair type and protective hairstyles), color, religion, sex, pregnancy (including childbirth, lactation, and related medical conditions), national origin or ancestry, age, physical or mental disability, veteran status, uniformed service member status, military status, sexual orientation, gender identity, status as a parent, marital status, genetic information (including testing and characteristics), citizenship status, or any other characteristic protected by applicable federal, state, or local law.