Administrative Assistant 3

WEX Inc; United States; Sur place; USD 41 000 - 46 000; Plein temps

Avantages offerts par ce poste

Health insurance

Dental insurance

Vision insurance

Retirement plan

Paid time off

Tuition reimbursement

Résumé du poste

WEX Inc. is seeking an experienced administrative professional to support executive-level leaders within Global Risk and Fraud Financial Crimes.

The in-office role at their Portland, Maine headquarters emphasizes calendar control, event logistics, budget reconciliation, headcount tracking, and proactive problem-solving to ensure smooth operations for both on-site and remote staff. The role requires 5+ years of admin experience supporting VP+ leaders, excellent communication, advanced Google

Qualifications

• 5+ years of administrative experience, ideally supporting multiple senior leaders.
• Proven experience managing calendars and multi-stakeholder meetings across time zones.
• Strong written and verbal communication skills.
• Proficient with corporate productivity tools including Google Suite.
• High emotional intelligence to navigate complex dynamics and maintain composure.
• Ability to work independently and handle confidential data with discretion; pass background check.

Responsabilités

• Maintain calendars for executives and resolve scheduling conflicts across the enterprise.
• Coordinate all-hands meetings, workshops, and events with in-person and remote participants.
• Manage department budgets, recognition budgets, and expense reporting monthly.
• Attend meetings to capture minutes and distribute action items with follow-ups.
• Maintain real-time headcount rosters and track transfers and departures.
• Draft and distribute organization-wide emails and announcements.
• Arrange end-to-end travel logistics per travel policy.
• Provide hands-on event prep and office operations support.
• Proactively flag potential logistical issues and own tasks to completion.

Connaissances

Calendar management

Scheduling

Communication

Cross-functional collaboration

Emotional intelligence

Confidential data handling

Outils

Calendar systems

Video conferencing

Google Workspace

Description du poste

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

WEX is a global commerce platform that helps businesses solve for operational complexities like employee benefits, managing and mobilizing fleets, and streamlining payments. With over 6,500 employees, we work with large and small companies in more than 200 countries and territories, and can tailor our services to meet the unique needs of their businesses. We hire people who share our passion for continuous innovation and client service that is unparalleled in the industry. Offering comprehensive and market competitive benefits, our offerings are designed to support your personal and professional well‑being. If you’re looking for a growing career - come be part of WEX today. To learn more about our employee benefits, please click here.

WEX is an equal opportunity employer committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to sex, race, color, age, national origin, religion, sexual orientation, gender identity, protected veteran status, disability or other protected status. WEX promotes a drug‑free workplace. Qualified individuals with a disability have the right to request a reasonable accommodation. If you require a reasonable accommodation as a result of your disability at any point in the job application process, please submit your request through our Reasonable Accommodation Request Form. This form is for accommodation requests only and cannot be used to inquire about the status of applications.