Administrative Assistant 3

WEX•Portland, ME

4d•$30 - $34•Onsite

About The Position

The Administrative Assistant 3 supports executive-level leaders in the Global Risk and Fraud Financial Crimes organizations, helping maximize leadership efficiency and maintain daily operations. The role manages calendars, resolves scheduling conflicts, coordinates with administrative partners, and oversees workflows including headcount tracking, budget reconciliation, meetings, communications, travel, events, and office operations. The position supports in-office and remote staff and requires proactive ownership, dependability, and strong emotional intelligence. It is primarily an in-office role at the company headquarters in Portland, Maine.

Requirements

At least 5 years of administrative experience, ideally supporting multiple senior leaders at the VP level or above simultaneously.
Experience managing calendars, scheduling multi-stakeholder meetings, and resolving conflicts across global time zones.
Strong written and verbal communication skills, including experience drafting or compiling team-wide communications.
Intermediate to advanced proficiency with corporate productivity tools, including enterprise calendar systems, video conferencing platforms, and Google Suite.
High emotional intelligence to navigate organizational dynamics, build cross-functional relationships, and remain composed in fast-paced environments.
Ability to work independently, manage routine tasks with minimal supervision, and handle sensitive information such as headcount rosters confidentially.
Must successfully pass a background investigation.

Nice To Haves

Prior experience in a fintech or financial services organization.
Experience in a large, matrixed organization and a record of effective collaboration with internal EAs and AAs.
Ability to anticipate logistical roadblocks and independently implement solutions.
Experience planning and executing large-scale events, such as quarterly all-hands town halls.
Enthusiasm for learning and leveraging AI tools.

Responsibilities

Maintain accurate calendars for the Global Risk SVP and Fraud FinCrimes VP; anticipate and resolve scheduling conflicts, protect focus time, and coordinate multi-stakeholder meetings with other administrative partners.
Coordinate department-wide town halls, workshops, and major initiatives, including securing space, managing technology and logistics, and coordinating schedules for in-person and remote participants.
Assist with slide deck formatting and content coordination as needed.
Manage departmental reporting and reconciliation, including tracking recognition award budgets, Vendor Management, and Travel.
Complete executive expense reports accurately each month.
Attend designated team meetings, capture and distribute minutes and action items, and track follow-ups as requested.
Maintain an accurate, real-time employee inventory and track internal transfers, promotions, and departures.
Draft and distribute organization-wide emails and announcements on behalf of executive leaders.
Arrange end-to-end travel for supported leaders, including flights, lodging, ground transportation, and itineraries, in accordance with corporate travel policies.
Manage office supply inventory and ordering, and ensure timely and accurate physical mail distribution.
Anticipate deadlines and logistical issues, flag concerns early, and independently route administrative tasks through to completion.