Administrative Assistant

About the Team/Role

As the strategic partner to several SVPs and General Managers, the Administrative Assistant is the central point of coordination for a dynamic and fast-paced office. You will be responsible for proactively managing the GM's schedule and workflow, streamlining all operational and administrative functions, and acting as a trusted liaison for both internal and external stakeholders. This role requires exceptional judgment, adaptability, and a high level of professionalism to support a diverse set of needs and drive the operational rhythm of the GM's office.

How you'll make an impact

• Strategic Calendar & Schedule Management: Proactively manage a complex calendar, prioritizing high-impact meetings and protecting focus time. Strategically coordinate meetings across internal teams and with external parties, anticipating conflicts and managing all logistics with foresight.

• Operational & Administrative Oversight: Serve as the central point of contact for office management, including space organization, equipment, and supplies. Process vendor invoices, manage the office budget, and act as the primary liaison with HR for new hire onboarding, ensuring a seamless experience.

• Executive & Board Level Communication & Collaboration: Act as a gatekeeper and trusted liaison, screening and directing all incoming communications to and from the General Manager and across key members of WEX executive team offices. Manage correspondence, prepare meeting materials, and facilitate communication with Board of Directors members and their assistants.

• Event & Project Leadership: Take the lead on planning and executing key events, including town halls, on-site meetings, and industry association-sponsored gatherings. This includes managing all event logistics, vendor coordination, attendee registration, and travel arrangements as needed.

• Travel, Expense & Logistics Management: Expertly manage all domestic and international travel logistics for the GM and other attendees, including booking flights, accommodations, and ground transportation. Proactively manage and submit all expense reports and other financial documentation.

Experience you'll bring

• 5+ years in a high-level administrative or executive support role.

• Bachelor's degree preferred.

• Candidates must be located within commuting distance to our Portland HQ and able to work in the office

• Executive Acumen: A demonstrated ability to understand and align with an executive's priorities, anticipating needs and making sound judgments with minimal supervision.

• Exceptional Communication: Outstanding verbal and written communication skills, with the ability to draft clear, concise correspondence and create compelling PowerPoint presentations that translate complex ideas into visual stories.

• Advanced Technological Proficiency: High proficiency in Google Workspace and other productivity tools and a demonstrated ability to learn and leverage new technologies for administrative and project management needs.

• Agility & Discretion: The ability to effectively multitask and adapt in a high-pressure, fast-paced environment while maintaining the highest level of professionalism and confidentiality.