Administrative Assistant 3

WEXWEXUS•Remote, OH

4d•$30 - $34•Onsite

About The Position

This role performs essential operational and administrative tasks supporting executive-level leaders in the Global Risk and Fraud Financial Crimes organizations. The Administrative Assistant maximizes leadership efficiency through structured calendar management, resolving routine scheduling conflicts, and coordinating with administrative partners across the enterprise. The role also manages administrative workflows such as headcount tracking, departmental budget reconciliation, all-hands meeting coordination, team communications, event logistics, and office operations to support continuity for in-office and remote staff. It is primarily an in-office position at the company headquarters in Portland, Maine.

Requirements

At least 5 years of administrative experience, ideally supporting multiple senior leaders at VP level or above simultaneously.
Experience managing calendars, scheduling multi-stakeholder meetings, and resolving scheduling 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 maintain composure in fast-paced environments.
Ability to work independently, manage routine daily 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 effective collaboration with an internal network of executive and administrative assistants.
Ability to anticipate logistical roadblocks and independently implement solutions.
Track record of planning and executing large-scale events such as quarterly all-hands town halls.
Enthusiasm for learning and leveraging AI tools.

Responsibilities

Maintain organized and accurate calendars for the Global Risk SVP and Fraud FinCrimes VP; proactively anticipate and resolve scheduling conflicts, protect focus time, and coordinate multi-stakeholder meetings with administrative partners.
Coordinate department-wide town halls, workshops, and major initiatives, including securing space, managing technology and logistics, and aligning schedules for in-person and remote participants.
Provide periodic assistance with slide deck formatting and content coordination.
Manage departmental reporting and reconciliation, including tracking recognition award budgets, Vendor Management, and Travel.
Prepare executive expense reports accurately on a monthly basis.
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 transfers, promotions, and departures to preserve roster data integrity.
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, itineraries, and alignment with corporate travel policies.
Assist with event preparation and logistics, including space, schedules, and arrangements for in-person and remote participants.
Manage office supply inventory and ordering, and ensure timely and accurate distribution of physical mail.
Anticipate deadlines and events, flag potential logistical issues, and independently route administrative tasks through to completion.