Executive Assistant

University of Wisconsin Madison • Madison, WI

22d • $63,000 • Onsite

About The Position

The position performs duties assigned by the Chief Strategy Officer and the Associate Dean for Faculty and Staff. The incumbent will independently coordinate and prioritizes the work of the Chief Strategy Officer and the Associate Dean for Faculty and Staff's offices, including matters of a sensitive or confidential nature and provides a broad, yet specialized range of administrative services, project management and supervision. The incumbent will communicate extensively with numerous high-level professionals including the Dean of the College of Engineering, other campus and peer Deans' offices, the Chancellor's and Provost's office, as well as with administrators, departmental chairs, faculty, students, alumni and organizations outside of the university community, including state and federal agencies. The incumbent will develop highly sensitive and confidential materials and utilize specialized software to compile data and summary reports to be utilized by the Chief Strategy Officer and the Associate Dean for Faculty and Staff in making decisions relating to personnel, contracts, strategy, alternative courses of action, management policies and new programs. This position provides a full range of administrative support for the Chief Strategy Officer and the Associate Dean for Faculty and Staff's daily activities and provide a close communications link to College of Engineering Associate Deans, Assistant Deans, and staff. Work must be accomplished with a high degree of independent judgment and is characterized by nonrecurring and recurring projects. By the nature and location of this position, the incumbent is privy to confidential records and conversation that directly affect employer-employee relationship. It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.

Requirements

• Two years of experience in an administrative support role in complex organization.
• Experience using Microsoft Word, Excel, PowerPoint, or Google Suite
• Experience maintaining calendars

Nice To Haves

• Three years experience in an administrative support role in complex organization.
• Proficiency with virtual meeting software (e.g., Microsoft Teams or Zoom).
• Experience in higher education.
• Excellent oral and written communication skills.
• Excellent organizational skills and attention to detail with a demonstrated ability to simultaneously execute multiple tasks while responding to multiple demands.
• Excellent interpersonal skills and flexibility to work collaboratively with multiple groups.
• Demonstrated ability to work independently to solve problems.
• Experience working with confidential information

Responsibilities

• Assist visitors to the Dean's office as needed
• Monitors budgets and reviews and approves expenditures
• Schedules logistics for meetings, conferences, and travel and organizes schedules for a college or division leadership position
• Manages the organization, auditing, security, and confidentiality of records and files
• Distribute keys to faculty/staff in accordance with conference room schedule
• Develops and facilitates communications of varying complexity between various internal and external stakeholders
• Compiles, screens, and evaluates correspondence and reports and recommends actions

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 1-10 employees