Executive Assistant - Executive and Legal Support

Job Description

Job Description

Farmer Mac is seeking a diligent, highly motivated, organized, and experienced Executive Assistant to support members of Farmer Mac’s Executive Committee, including the Chief Legal Officer and the Legal Department. 

The successful candidate will be a trusted partner with a proven track record of being analytical, proactive, and results-driven to meet the enterprise's growing needs. They will demonstrate a strong desire to understand the business, priorities, and objectives of the executives, enabling them to develop into a strategic partner who helps the leaders and their respective teams operate effectively and achieve key goals. The selected candidate must balance multiple projects, be discreet and flexible, exercise good judgment and ownership of assignments, tasks, and processes, and have superior written and spoken language skills. 

As Farmer Mac’s ambassador, internally and externally, the Executive Assistant will be collegial and engaging, with a “no job is too small” attitude.

With Whom You Will Work

The Executive Assistant will report directly to the Senior Director - People Operations and Administration[GH1.1][TJ1.2] and be a Corporate Administrative Services Team member. The candidate will support members of the Executive Committee, including the Chief Legal Officer, and frequently engage with all employees across the enterprise and Farmer Mac’s Board of Directors. The Executive Assistant would also provide administrative support to the Legal Department..

Where and When You Will Work

The position will be based in Farmer Mac’s headquarters at 2100 Pennsylvania Avenue, NW, Washington, D.C. Core business hours are Monday through Friday, 8:30 am to 5:30 p.m. Eastern time. Work outside these times will be required for planned and unplanned activities to complete time-sensitive projects. Periodic travel is expected of this position. Onsite presence is required..

Primary Responsibilities and Duties

Executive Support

• Manage the calendar of assigned members of the Executive Committee (“Assigned Executives”) with a high level of detail to collaborate proactively and strategically to ensure their time is used in the most effective and impactful way possible. Telephone support, meeting logistics, business travel, and expense management for the Assigned Executives are included.
• Communicate with internal and external stakeholders on behalf of the Assigned Executives and create impactful relationships while earning a reputation for being a valued and trusted enterprise partner. 
• Support Board and Executive-level meeting planning, corporate events and All-Hands, internal projects, processes, and strategic initiatives.
• Prepare documents, presentations, and memoranda, which include higher-level technical, statistical, and narrative reports. Organize and consolidate briefing materials for meetings and public appearances.
• Maintain poise and balance when managing multiple priorities and know how to prioritize, pivot, and solve problems effectively with minimal to no distraction. 
• Collaborate thoughtfully with and is an exceptional team player to other members of the Corporate Administrative Services team and cross-functional partners of the enterprise.

Legal Department Support

• Manage organization and retention of corporate documents, including tracking corporate contracts, monitoring contract execution, and migrating documents from Legal’s files to Legal’s contract management platform (Ironclad).
• Assist with the coordination of meetings of Farmer Mac’s Board of Directors and Board Committees, including posting of written materials to the Board’s document portal (Diligent Boards).
• Assist the Senior Corporate Paralegal with maintaining the Board resource folder in Diligent Boards with all current and revised Board policies, orientation material, and Board and Committee annual agendas. 
• Assist the Senior Corporate Paralegal with regulatory correspondence and reporting with the Securities and Exchange Commission, , as well as required filings with the New York Stock Exchange and Farm Credit Administration.
• Respond to requests for information from internal groups and external entities.
• Assist with legal expense accrual inquiries, invoice processing, matter tracking and related matters.
• Assist the Senior Corporate Paralegal with the management of internal spreadsheets to track outstanding shares of company stock and individual stock holdings, equity awards, and exercises and notifications about dividends on common stock and preferred stock.
• Assist with the preparation of presentations and memoranda, which include higher-level technical and narrative reports.

Required Skills and Qualifications

• Experience in supporting C-Suite and Executives, including, calendar management, travel coordination, expense management, document preparation, and event planning.
• Ability to exercise a high degree of discretion and sound business judgement and manage confidential information.
• Strong power user in all Microsoft Office and modern communication tools (Team, Zoom, etc.).
• Ability to use approved generative AI tools to enhance executive communications, meeting support, and administrative workflows while ensuring accuracy, confidentiality, sound judgment, and policy compliance. 
• Strong analytical, problem-solving, negotiation, and project management skills.
• Exceptional verbal and written communication skills with the ability to communicate effectively with business leaders at all levels of the organization.
• Exceptional relationship builder, maintaining a collegial personality and positive attitude and demonstrated ability to collaborate with other enterprise departments.
• Effective self-starter with a proactive attitude and the ability to work under tight deadlines while managing multiple competing priorities with limited supervision and to work independently across departments or as part of a cross-functional team.
• Strong work ethic and high degree of professionalism, and a proven ability to work both independently and within a team in a dynamic and fast-paced environment.
• High degree of integrity and professional ethics and commitment to Farmer Mac’s mission to serve rural America.
• Flexibility to occasionally work outside of regular business hours.

Education and Experience

• At least eight (8) years of Executive Assistant experience, supporting multiple C-Suite and Executive Management, preferably in a corporate or legal setting.
• Bachelor’s degree preferred or equivalent combination of education and experience.

Our compensation philosophy is targeted pay positioning relative to peers, our industry, and external markets. Farmer Mac is committed to a compensation program that will enable the organization to attract, motivate, reward, and retain highly skilled and creative talent to maintain sustained long-term performance and achieve the organization’s strategic business objectives. The typical starting salary range for this position is between $120,000- $140,000, although wages can vary based on experience and geography.