Administrative Assistant

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We're committed to bringing passion and customer focus to the business.

Position Summary

The Administrative Assistant supports the Credit Union by providing professional administrative, clerical, and operational support to assigned departments, managers, and business functions. This position helps ensure efficient day-to-day operations by providing meeting support, preparing correspondence, managing records, and handling general office administration. The Administrative Assistant serves as a key administrative resource by organizing information, coordinating routine activities, maintaining accurate records, and supporting departmental initiatives. This role exercises professionalism, discretion, and attention to detail while delivering excellent internal and external service and contributing to a collaborative, productive work environment.

Principal Duties and Responsibilities

• Willingness and ability to exhibit Wellby Core Values every day.

• Works purposefully and is driven to provide the best team member experience.

• Provides reliable administrative, clerical, and operational support to assigned departments, leaders, and team members to promote efficient daily operations and timely completion of departmental priorities.

• Coordinates meeting logistics, including calendar invitations, room reservations, virtual meeting setup, attendance confirmations, agendas, materials, and related follow-up items.

• Assists with executive, leadership, Board, or committee meeting preparation, including compiling materials, coordinating logistics, maintaining confidentiality, and supporting follow-up activities as assigned.

• Receives, screens, routes, and responds to routine communications, inquiries, and requests in a professional, timely, and service-focused manner, escalating non-routine matters as appropriate.

• Maintains organized electronic and physical filing systems, ensuring records are accurate, accessible, appropriately retained, and handled in accordance with confidentiality and records management expectations.

• Monitors office supply inventory, prepares supply orders, coordinates equipment service or maintenance requests, and communicates with vendors or internal partners to support a well-functioning office environment.

• Prepares, formats, proofreads, copies, organizes, and distributes meeting materials, correspondence, reports, presentations, and other documents using established templates and brand standards.

• Provides professional member service and administrative support to internal and external stakeholders by responding courteously, gathering information, completing routine requests, and directing stakeholders to the appropriate resource.

• Assists with departmental projects, events, and initiatives by tracking assigned tasks, organizing information, preparing materials, and following up on routine action items to support timely completion.

• Processes routine administrative transactions such as invoices, purchase requests, expense reports, travel arrangements, registrations, and related documentation in accordance with established procedures.

• Performs routine data entry, updates logs, spreadsheets, contact lists, and tracking tools, and reviews information for accuracy and completeness.

• Supports office visitors, deliveries, shared office resources, and general workplace coordination to help maintain a professional, organized, and welcoming office environment.

• Maintains discretion and confidentiality when handling sensitive business, member, team member, or leadership information. Complies with applicable confidentiality, information security, records retention, and regulatory expectations when handling business, member, team member, or organizational information.

• Performs other related duties as assigned.

Knowledge, Skills, and Abilities (KSA)

• Knowledge of Wellby’s organizational functions and general operating policies and procedures.

• Knowledge of general office practices and procedures, business English, spelling, punctuation, and arithmetic.

• Knowledge of personal computers and proficiency in utilizing Microsoft Office Suite products and other software.

• Knowledge of administrative and office management practices and procedures.

• Skilled in scheduling meetings and coordinating calendars.

• Skilled in maintaining accurate records and filing systems.

• Skilled in operating computer equipment and general office machines such as personal computers, copiers, projection equipment, audio/video equipment, Microsoft Teams, Zoom Video Communications, and peripheral devices.

• Ability to establish and maintain effective working relationships with team members, management, vendors, members, and other stakeholders.

• Ability to adapt to changing priorities and interruptions in a fast-paced environment.

• Ability to maintain strict confidentiality and safeguard sensitive information.

• Ability to provide administrative support to multiple executives and departments simultaneously.

• Ability to represent the organization in a professional and courteous manner.

• Ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.

• Ability to work in a fast-paced team environment with exceptional member service skills.

• Ability to communicate clearly and concisely, orally and in writing.

Supervisory Responsibilities

• The team member does not have supervisory responsibilities.

Complexity & Scope of Work

• The team member follows Wellby’s policies and procedures, Team Member Handbook, and federal and state laws and regulations in accomplishing assignments.

• The team member performs a variety of related tasks, most of which are routine but sensitive in nature.

• Non-routine situations or conflicts are usually referred to the supervisor for resolution.

• Instructions to the team member may be general or specific in nature.

• Courses of action are determined by established procedures and/or their leader.

• The team member’s work is reviewed periodically for accuracy, completion, and compliance with the policies and procedures.

• Tasks may occasionally have to be coordinated, integrated, and/or prioritized.

Physical Demands & Work Environment

• The physical demands and work environment characteristics described here represent those that a team member must meet to perform the essential functions of this position successfully. Reasonable accommodations may enable individuals with disabilities to perform essential functions.

• To perform this job successfully, the team member is frequently required to remain in a stationary position 50% of the time.  Daily movements include sitting, standing, reaching, and grasping; operating computers and other office equipment; moving about the office; and attending possible on-site and off-site meetings.  The team member must be able to exchange information, in person, in writing, and via telephone.  Some degree of stress results from contact with management and other team members.

• The ability to observe details at close range (within a few feet of the observer).

• Must be able to occasionally lift items weighing up to 25 pounds across the office and load them onto shelves for various needs.

• The noise level in the work environment is usually moderate.

• Work involves the typical risks and discomforts associated with an office environment, but is usually in an area that is adequately cooled, heated, lighted, and ventilated.

Minimum Qualifications

• High school diploma or equivalent required; Associate degree in Business Administration, Office Management, or a related field preferred.

• Minimum of two (2) years of administrative, clerical, office support, or coordinator experience required.

• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams) with the ability to learn and adapt to new software applications and systems required.

• Experience in a financial institution, credit union, or banking environment preferred.

• Must be bondable.

For All Candidates

This is a Full-Time, Hourly (non-exempt) role.

Wellby is an equal opportunity and affirmative action employer and gives consideration for employment to qualified applicants without regard to race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity or expression, pregnancy, veteran status, or any other legally protected characteristic. If you would like more information about your EEO rights as an applicant under the law, please contact Human Resources. Wellby provides equal opportunity to qualified individuals with disabilities and disabled veterans. If you need reasonable accommodation, please email careers@wellbyfinancial.com or call 281-226-1696 for assistance. 

Disclaimer

The statements herein are intended to describe the general nature and level of work being performed by team members and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the credit union.