Executive Assistant to Dean

Universities of Wisconsin•Madison, WI

1d•$80,000•Onsite

About The Position

This role supports the Grainger Dean of the College of Engineering with complex, high-level work. It involves independently managing and prioritizing tasks for the Dean’s office, including handling sensitive or confidential matters. The position also includes a wide range of administrative duties, project coordination, and oversight of certain activities or staff. Communicate regularly with senior leaders 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. Prepare highly sensitive and confidential materials and compile data and summary reports to support the Dean’s decision-making on matters such as employer/employee relationships, strategy, alternative courses of action, and management policies. Provide comprehensive administrative support for the Dean's daily activities and serve as a key communications link with the Associate Deans. Lead and manage the team of executive assistants who support the Executive Associate Dean, and Associate Deans. This role requires a high degree of independent judgment and includes managing both ongoing and one-time 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) scheduling meetings and preparing 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 maintaining 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 platforms and Microsoft Outlook to schedule and coordinate both in-person and virtual meetings with multiple attendees.
Experience booking and managing travel and hotel arrangements, including using a purchasing card and managing reimbursements.
Ability to multi-task.
A commitment to building an inclusive, welcoming environment.
Ability to maintain discretion and professionally handle confidential information.
Strong verbal and written communication skills, including the ability to proofread documents with a high level of accuracy.

Responsibilities

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
Schedules logistics for meetings, conferences, and travel and organizes schedules for a leadership position with institution wide authority
Develops and facilitates communications of varying complexity between various internal and external stakeholders
Compiles, screens, and evaluates correspondence and reports and recommends actions
Monitors budgets and reviews and approves expenditures