Executive Assistant to Dean

Universities of Wisconsin • Madison, WI

1d • $70,000 • Onsite

About The Position

This position provides professional support of considerable complexity to the Grainger Dean of the College of Engineering, independently coordinating and prioritizing the work of the Dean's personal office including matters of a sensitive or confidential nature and provides a broad, yet specialized range of administrative services, project management and supervision. Communicate extensively with numerous high-level professionals including the Provost's, Chancellor's, and other Deans' offices, as well as with administrators, departmental chairs, faculty and organizations outside of the university community, including state and federal agencies. Develop highly sensitive and confidential materials and compile data and summary reports to be utilized by the Dean in making decisions on sensitive or confidential matters relating to employer/employee relationships, strategy, alternative courses of action, and management policies. Provide a full range of administrative support for the Dean's daily activities and provide a close communications link to the Associate Deans. Provide leadership and management of the team of executive assistants that provide professional support to the Executive Associate Dean, and the Associate Deans. Work is accomplished with a high degree of independent judgment and is characterized by nonrecurring and recurring projects. It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.

Requirements

• At least 2 years required, 5+ years preferred, experience scheduling and preparing meeting materials for an administrator.
• Experience serving as the initial point of contact for an administrative office, including answering phones and greeting visitors.
• Experience preparing and finalizing professional correspondence, including sending documents and handling electronic and paper filing.
• Experience working as a member of a team in a fast-paced environment.

Nice To Haves

• Experience working in higher education administration.
• Experience with multiple virtual meeting tools.
• Experience using Microsoft Outlook to schedule in-person and virtual meetings with several attendees.
• Experience booking and managing travel and hotel arrangements, including using a purchasing card and managing reimbursements.
• A demonstrated ability to multi-task.
• A demonstrated commitment to building an inclusive, welcoming environment.
• A demonstrated ability to maintain discretion and professionally handle confidential information.
• Evidence of strong verbal and written communication skills, including the ability to proofread documents with a high level of accuracy.
• Evidence of leading a small team of administrative assistants.

Responsibilities

• Monitors budgets and reviews and approves expenditures
• Serve as lead Executive Assistant and coordinate activities across other Executive Assistants in the Dean's office.
• Serves as the initial point of contact for the Dean.
• Provides back-up support for other executive assistant colleagues, as needed.
• Other office operational responsibilities may include managing keys and other duties as assigned.
• Manages the organization, auditing, security, and confidentiality of records and files
• Develops and facilitates communications of varying complexity between various internal and external stakeholders
• Schedules logistics for meetings, conferences, and travel and organizes schedules for a leadership position with institution wide authority
• Compiles, screens, and evaluates correspondence and reports and recommends actions

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree