Executive Assistant

Universities of Wisconsin • Madison, WI

21h • $60,000 - $70,000

About The Position

This position provides direct, high-level administrative support to multiple associate deans in the College of Agricultural and Life Sciences (CALS) and provides program-level and office support for the CALS Office of the Dean and Director to ensure smooth and efficient operations. The position will involve independently coordinating, scheduling, and maintaining the associate deans' electronic calendars, organizing and staffing committee meetings, and providing programmatic support to the associate deans and to the office. The position will serve as a point of contact for the associate deans and the office and will use discretionary judgement to independently respond to inquiries. This position requires a strong communicator with proven interpersonal skills, who can establish and maintain effective working relationships and exhibit a customer service-oriented attitude in interactions with visitors, faculty, staff, and students. The individual in this position will be privy to sensitive discussions at the senior leadership level, and as such, must appropriately ensure confidentiality in all interactions. A successful candidate will thrive in a fast-paced office environment, manage multiple tasks, and adapt to changing priorities. An ideal candidate should be able to take initiative while exercising good judgement and discretion and have a track record of being able to work both independently and as part of a team. Ideally, this individual will be able to use their strong attention to detail, and familiarity with a wide array of office tools, to approach administrative tasks with a solutions-oriented mindset. Previous executive assistant experience is not required.

Requirements

• Providing administrative support to internal and external customers and stakeholders (e.g., responding to inquiries, technical support, ensuring follow-up and follow-through, planning and support for visitors, adaptability, communicating with program participants)
• Organizational and time-management skills that include multi-tasking, prioritizing, and meeting deadlines. Include the methods you apply and/or the approach you take to manage your time
• Experience using email, word processing, spreadsheets, databases, Google suite (sheets, docs). Describe the tasks you've performed using the software
• Calendar management (planning, organizing, and coordinating the schedules of others)
• Scheduling, coordinating, and communicating with participants for in-person and virtual meetings (Teams, Zoom, Doodle, etc.). Describe the depth of your experience using meeting polls and scheduling platforms

Nice To Haves

• Managing travel arrangements
• Event planning (e.g., budget; agenda; develop content; prepare materials)
• Monitoring expenditures, purchasing, and budget management

Responsibilities

• Develops and facilitates communications of varying complexity between various internal and external stakeholders
• Manages the organization, auditing, security, and confidentiality of records and files
• Schedules logistics for meetings, conferences, and travel and organizes schedules for a college or division leadership position
• Monitors budgets and reviews and approves expenditures
• Compiles, screens, and evaluates correspondence and reports and recommends actions

Benefits

• Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits.
• Additional benefits information can be found at: https://www.wisconsin.edu/ohrwd/benefits/download/fasl.pdf

What This Job Offers

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