Administrative Assistant

Fond du Lac
Full Time

Why NEBAT?

Trusted.   Genuine.  Successful.  National Exchange Bank & Trust is an independent, family-owned bank with big bank abilities, serving Southeastern Wisconsin.  Founded in 1933, we are a trusted business partner, employer, and community member.  At National Exchange Bank & Trust, you will enjoy a flexible, friendly, family environment, a rewarding career, and opportunities to make a difference in the communities we serve. We believe in bringing out the best in our talent and are committed to fostering an inclusive environment of growth and development.

Summary

As an Administrative Assistant, you will be responsible for providing administrative support to one or more of our senior management executives and the loan department.  By nature of the positions supported, you will be involved with high-level contacts and exposure to sensitive information necessitating considerable use of discretion and judgment.  You will also provide administrative support by handling a variety of information requests and performing analytical functions.  Additionally, you will prepare correspondence, greet visitors, and schedule appointments and meetings, among other administrative duties.

Position:  Administrative Assistant          

FLSA: Non-Exempt

Reports To: Vice President / Security Officer

Summary

Responsible for providing administrative support to one or more senior management executives and the Loan Department.  By nature of the positions supported, involved with high-level contacts and exposure to sensitive information necessitating considerable use of discretion and judgment.  Provides administrative support by handling a variety of information requests and performing analytical functions.  Prepares correspondence, greets visitors, and schedules appointments and meetings, among other administrative duties.

Provides support to the local lenders including preparation and modification of various letters and projects, when needed.

Essential Functions and Responsibilities

Note:  Performance in this position will be evaluated based on the incumbent’s ability to complete the following duties efficiently.

1. Prepare and itemize documents received for NEBAT Board of Directors meetings and Audit, Compliance and Risk Committee meetings including preparation of agendas and minutes for the Board Book leveraging the BoardEffect solution.

• Serve as primary coordinator and support of Senior Leadership Team engagements including scheduling SLT meetings, on and off-site, and coordinating all aspects of meetings, i.e., location, food orders, technical needs, document preparation, etc.

• Reconcile closed loans prior to booking which includes cutting bank checks and preparing various credit and debit tickets.

• Responsible for reconciling bank statements monthly for 2 foundations and 3-5 other entities, as well as filing annual reports, filing on-line tax payments and/or estimates as directed and paying invoices from the entities as approved and submitted.  Also, complete personal administrative duties for members of the Stone family, as requested.

• Maintain Accounts Receivable invoices and payments with monthly reports to the President.

• Welcome visitors and customers and assist them with finding their way while being observant of the traffic flow in support of security efforts.

• Answer and route telephone calls, place calls and take messages as necessary for the department and direct incoming visitors to the proper person or by handling them personally.

• Maintain insurance sales tracking systems and lender licenses.

• Responsible for ongoing education and knowledge of current banking regulations and following established bank procedures to ensure compliance, as applicable.

1. Order office supplies as needed for the department and prepare UPS shipment requests for pick up.

1. Works with marketing department to proofread documents and newsletters.

1. Attend meetings as needed for duties, primarily taking notes and preparing minutes. 

1. Perform other duties, responsibilities, and activities, which may change or be assigned at any time with or without notice. 

Skills and Abilities

1. Ability to maintain the highest level of confidentiality of customer, bank, work product and prospective client information and a proper level of security at all times.

• Must be able to work independently, accurately and maintain good customer relations with the ability to adapt to varying customer and transactional volume.  Must be able to quickly re-establish priorities, responding to the changing needs of the department.   

• Strong interpersonal skills to positively represent the bank when dealing with clients, staff, board of directors, vendors and employees fostering close business relationships.

• Effectively organizes and plans daily work and tasks with a focus on accuracy.  Effectively prioritizes tasks while providing input to management on challenges. Demonstrates flexibility when responding to last-minute changes to the schedule.

• Demonstrated proficiency in Microsoft Outlook, Word, PowerPoint and Excel software in addition to other specialized software related to the position. Ability to operate other standard office equipment including multi-function printers and video conferencing equipment.

• Strong spelling, grammar and letter writing skills.

Working Conditions

1. Normal office environment with minimal noise, temperature variation or dust.

• Manual dexterity skills for typing and use of computer and other related office systems and equipment.

• Occasional lifting of up to 10 – 15 lbs. is required.

• Frequent sitting is required with occasional bending, reaching, and stooping.

• Constant visual effort is required.  Up to 75-100% of the workday is spent at a computer monitor and/or with written or computer-generated paper documents.

Training and Preparation

1. A high school diploma or equivalent. Associate degree in business or administrative function preferred.

• Relevant banking experience or equivalent combination of education and experience with

              previous administrative assistant experience preferred.

Skills & Attributes

The following skills and attributes are needed to be successful in your banking career as an Administrative Assistant:

• Ability to handle highly sensitive and confidential information professionally and with discretion. 
• Strong interpersonal skills to positively represent the bank when dealing with clients, staff, board of directors, vendors and employees fostering close business relationships.
• Effectively organizes and plans daily work and tasks with a focus on accuracy.  Effectively prioritizes tasks while providing input to management on challenges. Demonstrates flexibility when responding to last-minute changes to the schedule.
• Demonstrated proficiency in Microsoft Outlook, Word, PowerPoint and Excel software in addition to other specialized software related to the position. 
• Maintain composure and professionalism under pressure.
• Strong spelling, grammar and letter writing skills.

Qualifications

Ideal candidates will have the following qualifications:

• Associate’s degree in business or administrative function preferred.
• Relevant banking experience or equivalent combination of education and experience with

                previous administrative assistant experience preferred.

Benefits Offered

National Exchange Bank & Trust offers a competitive benefit package for employees, including but not limited to the following:

• Health, Dental & Vision Insurance
• HSA, FSA, Short- & Long-Term Disability 
• Life/Accident insurance
• 401(k) with Employer Match & Profit Sharing
• Paid Time Off
• Flexible Scheduling
• Education Assistance Program
• Products & Service Discounts & more!

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