Administrative Assistant

Wellby Financial • Webster, TX

13d • Onsite

About The Position

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.

Requirements

• 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.
• High school diploma or equivalent required.
• 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.
• Must be bondable.

Nice To Haves

• Associate degree in Business Administration, Office Management, or a related field preferred.
• Experience in a financial institution, credit union, or banking environment preferred.

Responsibilities

• 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.

Benefits

• Equal opportunity employer
• Affirmative action employer
• Consideration for employment 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.
• Equal opportunity to qualified individuals with disabilities and disabled veterans.
• Reasonable accommodation for qualified individuals with disabilities and disabled veterans.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED