Executive Assistant to the Vice Chancellor for Strategic Communication

Universities of Wisconsin • Madison, WI

1d • Hybrid

About The Position

The Executive Assistant provides primary administrative support to the Vice Chancellor for Strategic Communication (VCSC), working closely with the Office of Strategic Communication staff. This role will be responsible for a wide range of tasks, including calendar management, meeting preparation, expense reconciliation, and other support, as needed. As part of a team dedicated to advancing and protecting UW-Madison's global reputation, the executive assistant will join a collaborative and dynamic work environment and work closely with the staff of other university leadership, including the Office of the Chancellor and the Office of University Relations.

Requirements

• 2+ years of experience working in a complex administrative environment.
• Experience working with budgets and financial processes/procedures.
• Proficiency with Microsoft Office Suite (i.e., Excel, Word, PowerPoint, Teams).
• Excellent organizational skills with attention to detail at all times.
• Demonstrates thoroughness in accomplishing a task through concern for all the areas involved, no matter how small.
• Maintains confidentiality of sensitive information.
• Manages time effectively - efficiently uses time and resources allocated to complete tasks; is punctual and meets deadlines; effectively prioritizes tasks at hand to meet expectations.
• Demonstrates accountability - accepts responsibility for work and decisions; monitors process, progress and results; is dependable and self-reliant; understands and demonstrates behaviors that drive compliance.
• Communicates effectively - ensures that consistent communication takes place within area of responsibility; informs Vice Chancellor about progress and problems; ensures that important information is shared as appropriate; gives and receives constructive feedback.

Nice To Haves

• Additional software experience including Adobe Acrobat, Asana and Google Workspace a plus.
• Experience managing an electronic calendar for an executive level position.
• Working knowledge of UW-Madison's policies and procedures as well as office practices and etiquette.
• Knowledge of current state and university travel rules and regulations.
• Experience making travel arrangements and itineraries.

Responsibilities

• Monitors budgets and reviews and approves expenditures (25%)
• Provides support for Office of Strategic Communication business operations. Serves as primary fiscal support staff for these units (10%)
• Serves as primary contact for all visitors to the Office of Strategic Communication. May provide occasional back up support to Chancellor's Office (5%)
• Supports strategic initiatives and proactively manages priorities for the Vice Chancellor (10%)
• Schedules logistics for meetings, conferences, and travel and organizes schedules for a leadership position with institution wide authority (30%)
• Compiles, screens, and evaluates correspondence and reports and recommends actions (5%)
• Develops and facilitates communications of varying complexity between various internal and external stakeholders (10%)
• Manages the organization, auditing, security, and confidentiality of records and files (5%)

Benefits

• generous paid time off
• competitively priced health/dental/vision/life insurance
• tax-advantaged savings accounts
• participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund

What This Job Offers

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