Board & System Relations Specialist

Description/Job Summary

The Board andSystem Relations Specialist provides direct, advanced support to the Board of Directors and is the administrative liaison for System relationships with AgriBank, the FCA, and other Associations.

Board of Directors Support (BOD)

• Serves asprimary point of contact for Board needs and support regarding travel, expense, meeting logistics, and technology, and general inquiries

• Drafts Board meeting agenda content for CEO and Board Executive Committee review and approval

• Coordinates logistics for Board and Committee meetings, Retreats, Partner Summits, Association visits, meeting/conference registrations for System meetings (PGS), annual meetings (AB & FCC), National Directors Conference, ADFCC Fly-In, Risk 360, Director Leadership Conference, visits to other associations, dinners w/ other associations at national meetings for the Board and communicates accordingly

• Primary POC for Board Meeting& Board Committee scheduling (times, calendar invites, virtual sessions)
• Includes agenda content, activity/speaker resourcing and planning
• Includes planning and tracking for PGS

• Attends Board meetings or portions thereof, to assist in facilitation of meeting and completion of post-meeting tasks
• Prepares Board Committee Meeting minutes and incorporates into Board materials and sends final approved copy to required parties
• Prepares Board Book for BOD meeting by gathering and compiling information from multiple cross-functional units
• Communicates and distributes Board meeting materials
• Determines Board resources and information needs
• Drafts annual Board calendar and meeting schedule in concert with EST Director for Executive Committee and Board approval
• Coordinates and facilitates Director on boarding, off boarding and mentoring programs
• Provides information to Board leadership concerning succession and System presence
• Prepares and tracks Board budget
• Manages submission of Director Expenses via Concur Reporting

Director Elections

• Primary responsibility for leading all aspects of Director Elections by:
  
  
  
  • Serving as FCI "Staff Sponsor" for Nominating Committee
  • Compiling and distributing needed information to committee, members, Association, AgriBank and FCA
  • Coordinating Nominating Committee responsibilities and facilitating Nominating Committee Meetings and interviews
  • Preparing and distributing ballot materials
  • Preparing Annual Meeting materials and arranging logistics
  • Organizing Tellers Committee logistics, facilitating meeting and communication of results
  • Updating Director Election procedures and recommending process improvements
  
  
  
  
• Follows requirements of Farm Credit Administration regulations and Farm Credit Illinois' by-laws, policies and procedures, as directed by the Association's General Counsel

Board Governance, Document Maintenance, and System Support

• Coordinates and facilitates annual Board Re-organization Process in consult with General Counsel and Board Governance Committee
• Facilitates annual Board Self-Evaluation by creating the timeline, finalizing evaluation content with the Board Governance Committee, communicating with the Directors and administering the survey; summarizes, communicates, and oversees action planning results in consultation with OD
• Facilitates annual VP, Internal Audit and CEO evaluations through Questionnaires tool in Diligent in concert with VP, HR
• Facilitates quarterly allowance and shareholder report reviews by Audit Committee) and quarterly CEO/EST Expense Report Reviews by Governance Committee)
• Manage vendor account for secure content platform for BOD materials delivery, to include review and tracking of access permissions, contract negotiation and vendor selection (currently Diligent)
• Maintains reference docs/contact lists; resource center in Diligent
• Maintains Board attendance, Succession Tracking and Planning log
• Maintains Board Training Log; responds to ad-hoc requests for Board training by consulting with OD for plan development, content and execution of training
• Maintains Internal & External Website upkeep for BOD info
• Coordinates with VP, HR and Finance to distribute, collect, track, and maintain various Annual Report and AMIS disclosures, Quarterly AC Allowance Review, and quarterly AC Shareholder Report Review
• Annual director ADD&D and life insurance enrollment
• Coordinates submission of annual AgriBank Information Request
• Annual Business Reply renewal
• Recommends timeline and coordinates the Association's annual Political Action Committee (PAC) Campaign, in participation with the Farm Credit Council annual PAC drive
• Manages FCA relationship by distributing FCA correspondence (memorandums) timely and appropriately, scheduling requested meetings, posting of required materials to secure FCA site, updating the Association profile quarterly, and maintaining list of individuals with FCA site access.
• Primary contact for execution of documents with electronic signatures/DocuSign for Board

Data Security and Confidentiality

• Risk management is every employee's responsibility. This includes, yet is not limited to, appropriately protecting the confidentiality, security, and integrity of the Association's systems and data and members' data

• A high caliber of professionalism, proactive thinking, problem-solving, independence, communication and service quality is required.
• Advanced oral and written communication skills in order to exchange information effectively with multiple parties
• Skill in establishing and maintaining relationships with a variety of internal and external parties.
• Expertise in planning and coordinating the various aspects of a meeting or event.
• Expert in prioritizing multiple tasks and managing deadlines accordingly.
• Skill in utilizing time in an efficient and effective manner.
• Skill in organizing material and information in a systematic way to optimize efficiency
• Skill in utilizing time in an efficient and effective manner and prioritizing multiple tasks
• Skill in differentiating significant and insignificant details
• Skill in managing own emotions and understanding and managing the emotional reactions of others
• Skill in capturing and documenting minutes and notes
• Skill in utilizing technology to increase efficiency
• Working knowledge of Word, Excel, PowerPoint, and Outlook sufficient to create, update and save a variety of documents

Associate's degree in business, finance or related field and 5 years of related experience in administrative support or office management;

Or equivalent education, experience, and skillset sufficient to perform the essential functions of the job

We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at careers@farmcreditIL.com and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to.