Administrative Assistant 3

WEX•Portland, ME

3d•Onsite

About The Position

The Administrative Assistant 3 supports executive-level leaders in the Global Risk and Fraud Financial Crimes organizations, helping maintain efficient daily operations for in-office and remote staff. The role primarily works in office at the company’s headquarters in Portland, Maine, and calls for a dependable, proactive contributor with strong emotional intelligence who anticipates administrative and operational needs. The assistant manages calendars and scheduling for the Global Risk SVP and Fraud FinCrimes VP; coordinates departmental town halls, workshops, meetings, and events; and supports departmental budget reporting and reconciliation. Additional responsibilities include executive expense reporting, meeting minutes and action-item tracking, employee headcount and roster maintenance, organization-wide communications, executive travel arrangements, and office supply and mail operations. The role also identifies potential logistical issues in advance and takes ownership of administrative workflows through completion. The position requires at least five years of administrative experience, ideally supporting multiple senior leaders at the VP level or above. Candidates should have experience managing complex calendars and meetings across global time zones, strong communication skills, proficiency with corporate productivity tools, high emotional intelligence, and the ability to work independently while handling sensitive information confidentially. A background investigation is required. Experience in financial services or fintech, large matrixed organizations, and large-scale event planning is preferred.

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 conflicts across global time zones.
Strong written and verbal communication skills, including experience drafting or compiling team-wide communications.
Intermediate to advanced proficiency with standard 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 daily tasks with minimal supervision, and handle sensitive data such as headcount rosters with strict confidentiality.
Must successfully pass a background investigation.

Nice To Haves

Prior experience in fintech or financial services.
Experience in a large, matrixed organization and a track record of collaborating 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 to learn and use 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 administrative partners.
Coordinate department-wide all-hands town halls, workshops, and major initiatives, including space, technology, logistics, schedules, and participation for in-person and remote attendees.
Assist periodically 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, record minutes and key discussion points, distribute action items, and track follow-ups as requested.
Maintain an accurate, current employee inventory and track internal transfers, promotions, and departures.
Draft and distribute organization-wide emails and announcements on behalf of executive leaders.
Arrange executive travel, including flights, lodging, ground transportation, itineraries, and alignment with corporate travel policies.
Manage office supply inventory and ordering, and distribute physical mail accurately and promptly.
Anticipate deadlines, events, and logistical issues, flag potential problems early, and independently route administrative tasks to completion.