Administrative Assistant 3

About Team / Role

In this role, you will perform essential operational and administrative tasks supporting the daily routines of executive-level leaders within the Global Risk and Fraud Financial Crimes organizations. You will maximize leadership efficiency by maintaining structured calendar control, resolving routine scheduling conflicts, and coordinating with other administrative partners across the enterprise. 

By managing vital administrative workflows—including precise headcount tracking, departmental budget reconciliation, all-hands meeting orchestration, team communication distribution, event logistics, and office operations—your work ensures operational continuity for both in-office and remote staff.  This position requires an active, dependable contributor with high emotional intelligence who takes proactive ownership of their assigned duties and anticipates day-to-day office needs. 

This position is primarily an in office role out of our headquarters in Portland, Maine.

How You'll Make an Impact

• Calendar Management & Proactive Scheduling: Maintain organized and accurate calendars for the Global Risk SVP and Fraud FinCrimes VP. Proactively monitor schedules to anticipate and resolve conflicts before they occur, protect leaders' focus time, and coordinate seamlessly with other EAs and AAs across the enterprise to align multi-stakeholder meetings.
• Town Hall & Event Coordination: Coordinate and orchestrate department-wide all-hands town hall meetings (e.g., quarterly) and provide hands-on assistance with workshops and major initiatives, including securing space (as necessary), managing technology/logistics, and aligning schedules for both in-person and remote participants. Periodic support with slide deck formatting and content coordination.
• Budget Management & Departmental Reconciliation: Manage departmental-level reporting and reconciliation, including oversight and tracking of recognition award budgets (e.g., Inspire & Celebrate awards, Vendor Management, Travel).
• Expense Management: Manage and complete executive expense reports accurately on a monthly basis
• Meeting Support & Documentation: Attend designated team meetings to capture accurate minutes, summarize key discussion points, and distribute action items to attendees in a timely manner. Track progress on follow-ups as requested. 
• Headcount Tracking & Roster Maintenance: Maintain a detailed, real-time, and highly accurate inventory of all employees within the organization. Proactively track internal transfers, promotions, and departures to ensure data integrity.
• Team Communications: Draft and distribute organization-wide emails and announcements on behalf of the executive leaders, ensuring communication goes out on schedule.
• Travel Coordination: Arrange end-to-end travel logistics (flights, lodging, ground transportation) for supported leaders, proactively building out itineraries and aligning arrangements with corporate travel policies.
• Event Preparation & Logistics: Provide hands-on assistance with event preparation, workshops, and major initiatives, including securing space, coordinating schedules, and preparing logistics for both in-person and remote participants.
• Office Operations & Supply Management: Independently manage office supply inventory, handle ordering as appropriate, and ensure timely and accurate distribution of physical mail.
• Anticipatory Problem-Solving: Serve as an active participant and contributor to the team's operational health. Regularly look ahead at the team's upcoming deadlines or events, flag potential logistical issues early, and take independent ownership of routing administrative tasks to completion.

These statements are intended to describe the general nature and level of work being performed rather than give an exhaustive list of all duties and responsibilities.

Experience You'll Bring

Minimum Required Qualifications for Consideration

• 5+ years of administrative experience, ideally supporting multiple senior leaders (VP+) simultaneously.
• Proven experience managing calendars, scheduling multi-stakeholder meetings, and navigating scheduling conflicts across global time zones.
• Strong written and verbal communication skills, with demonstrated experience drafting or compiling team-wide emails and communications.
• Intermediate to advanced proficiency with standard corporate productivity tools, including enterprise calendar systems, video conferencing platforms, and Google Suite.  
• High level of emotional intelligence (critical) to navigate complex organizational dynamics, build strong cross-functional relationships, and maintain composure in fast-paced environments.
• Demonstrated ability to work independently, manage daily routine tasks with minimal supervision, and handle sensitive data (such as headcount rosters) with strict confidentiality.

• Must successfully pass a background investigation.

Preferred Qualifications

• Prior experience working within a fintech or financial services organization.
• Prior experience working within a large, matrixed organization, with a proven track record of collaborating effectively with an internal network of EAs and AAs.
• Demonstrated ability to anticipate logistical roadblocks (e.g., travel delays, meeting overlaps, event preparation timelines) and independently implement solutions. 
• Demonstrated ability to anticipate logistical roadblocks (e.g., travel delays, meeting overlaps, event preparation timelines) and independently implement solutions.
• Proven track record of planning and executing large-scale events, such as quarterly all-hands town halls.
• Enthusiasm to learn and leverage AI tools.

The base pay range represents the anticipated low and high end of the pay range for this position. Actual pay rates will vary and will be based on various factors, such as your qualifications, skills, competencies, and proficiency for the role. Base pay is one component of WEX's total compensation package. Most sales positions are eligible for commission under the terms of an applicable plan. Non-sales roles are typically eligible for a quarterly or annual bonus based on their role and applicable plan. WEX's comprehensive and market competitive benefits are designed to support your personal and professional well-being. Benefits include health, dental and vision insurances, retirement savings plan, paid time off, health savings account, flexible spending accounts, life insurance, disability insurance, tuition reimbursement, and more. For more information, check out the "About Us" section.Pay Range: $30.00 - $33.50