Administrative Assistant

About team / role

The Administrative Assistant will be an integral part of the Technology organization at WEX, supporting the SVP of Mobility & Payments Engineering and other senior leadership. This role will be based in Portland, ME.

How you’ll make an impact

• Organize meetings for the SVP of Enterprise Platform Services, including scheduling, sending reminders, coordinating meeting rooms, and organizing catering when needed on-site
• Work with Chief Tech Officer’s executive admin / project leader to gather data and prepare large and small scale presentations, including the Technology Town Hall, key leadership and team meetings
• Prepare meeting agendas, take meeting notes, and send out relevant follow-ups
• Proactively manage complex global calendars for senior leadership
• Prepare domestic and international travel arrangements 
• Assist with event planning and execution, including securing meeting space, event venues, restaurants, order supplies, etc
• Analyze processes to identify potential for improvement
• Process expense reports and reimbursements
• Provide cross-coverage and back-up support to other Administrative/Executive Assistants
• Assist with on-boarding new executives when needed
• Ability to travel up to 10% of the time may be required on occasion for event support

Experience you’ll bring

• Minimum 3+ years of administrative experience in a complex, global professional environment
• Associates or Bachelors degree preferred
• Proficiency in Google Suite, including gmail, calendars, docs, sheets, and slides
• Outstanding interpersonal and communication skills, plus high level of reliability, professionalism and discretion
• Strong service orientation, high energy, positive attitude and proactive problem-solving skills
• Excellent organizational, multi-tasking, and prioritization abilities with an acute attention to detail
• Flexible, able to bring order to ambiguous situations and accommodate last-minute changes and requests in a fast-paced environment