Administrative Assistant III

WEX•Portland, ME

4d•$30 - $34•Hybrid

About The Position

The Administrative Assistant 3 is a strategic partner to senior leaders, operating with a high degree of autonomy, foresight, and business acumen. This is not simply a task-execution role — this person anticipates needs, identifies problems before they surface, and actively contributes to the effectiveness of their SVP and VP leaders. This individual thrives on feedback, handles ambiguity with composure, and brings a solutions-first mindset to every challenge.

Requirements

3+ years of experience as an administrative assistant supporting director-level or above leaders
Proven ability to manage complex, high-volume calendars and competing priorities with calm and precision
Strong written and verbal communication skills; able to draft professional correspondence and communications independently
Proficiency in Google Suite (Gmail, Calendar, Docs, Sheets, Slides, Drive)
Experience tracking action items and following through with leaders and cross-functional partners
Demonstrated ability to maintain confidentiality and handle sensitive information with the highest level of discretion
Ability to receive and immediately integrate direct, candid feedback — tough skin is a must
Strong business judgment and the ability to work independently with minimal supervision

Nice To Haves

Experience supporting multiple senior leaders simultaneously
Event planning and offsite coordination experience
Familiarity with ELT/C-suite operating rhythms, OKRs, and business planning cycles
Experience using project management tools (e.g., Jira, Monday.com, Workday or similar)

Responsibilities

Operates as a proactive extension of their leaders — thinking ahead, flagging risks, and recommending next steps rather than waiting to be directed.
Anticipates leader needs to address issues before they arise.
Proactively identify and resolve scheduling conflicts, gaps, and inefficiencies well in advance — before leaders encounter them.
Monitor leader workloads and surface risks, capacity issues, or competing priorities with recommended solutions.
Recommend next steps, flag upcoming deadlines, and keep SVPs/VPs ahead of deliverables from the CDO/ELT.
Maintain a working knowledge of ongoing initiatives, priorities, and organizational dynamics to provide informed, contextual support.
Attend weekly leadership meetings on behalf of or alongside leaders; capture action items, decisions, and next steps.
Distribute clear, timely meeting summaries with owners and due dates; track follow-through and proactively follow up on outstanding items.
Maintain a living tracker of deliverables and commitments made by leader; surface aging items to leaders with context and recommended action.
Prepare pre-read materials, agendas, and briefings to ensure leaders enter every meeting fully prepared.
Lead end-to-end preparation for Town Halls, including timeline management, content coordination, and logistics.
Collaborate with communications and leadership to develop run-of-show documents, slide decks, and talking point briefs.
Coordinate AV, technology, and venue logistics; manage rehearsal scheduling and on-site facilitation support.
Capture and distribute follow-up items and Q&A responses post-event.
Own full offsite logistics including venue sourcing, travel coordination, hotel blocks, catering, and agenda management.
Prepare and distribute pre-offsite materials including agendas, pre-reads, and logistics guides for attendees.
Attend offsites (when appropriate) to provide on-site coordination, manage real-time logistics, and capture notes and next steps. Attendance will be virtual if the office has an admin onsite.
Produce post-offsite summaries with key decisions, action items, owners, and timelines.
Manage complex, high-volume calendars for SVPs and VPs with a strategic lens — prioritizing time against business objectives.
Proactively resolve scheduling conflicts and competing priorities before they reach the leader.
Coordinate all travel arrangements including flights, hotels, ground transportation, and itineraries; prepare detailed travel briefings.
Prepare and edit correspondence, presentations, reports, and executive briefings.
Maintain and organize confidential files, records, and shared drives.
Manage expense reports and reimbursements accurately and on time.
Order supplies, coordinate maintenance requests, and manage office logistics.
Screen and triage emails and communications, flagging urgent items and drafting responses on behalf of leaders when appropriate.
Assist with planning and executing in-person events across Dallas, Bay Area, and Chicago hubs, including team meetings, client events, and company-wide gatherings.
Coordinate all event logistics including venue selection, catering, AV equipment, and room setup.
Manage event registration, attendee communications, and RSVPs.
Provide on-site support during events to manage real-time issues and ensure smooth execution.
Track event budgets, reconcile expenses, and provide post-event financial summaries.
Assist with new hire logistics including desk setup, system access requests, welcome communications, and first-week scheduling.
Manage vendor and contractor contracts, purchase orders, and invoice routing as needed.
Draft and distribute team announcements, newsletters, and updates on behalf of leaders.
Coordinate office moves, seating assignments, and conference room management.
Research, compile data, and prepare summaries or recommendations for ad hoc leader requests.