University of Wisconsin Madison is hiring: Executive Assistant I in Bowens Addit

Overview

The Executive Assistant provides professional administrative, clerical, and advanced program support services for the Office of Research Services in the College of Engineering at UW-Madison. Primarily supports the Associate Dean for Research, the Assistant Dean for Research Administration, and other team members as needed. The Executive Assistant communicates extensively with high-level professionals including the Provost's, Vice Chancellors', and other Deans' offices, as well as with departmental chairs, faculty, and staff within UW-Madison and organizations outside of the university. Provides a close communications link to the CoE Associate & Assistant Deans and CoE Executive Assistants.

Note: This section preserves the original language; no translation or factual modification has been applied.

Responsibilities

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

Required Qualifications

• Two years of experience in executive assistance, events, or communications
• Experience serving as the initial point of contact for an administrative office
• Experience using Microsoft Word, Excel, PowerPoint, or Google Suite
• Experience preparing and finalizing professional correspondence, including sending documents and handling electronic and paper filing
• Experience maintaining calendars
• Experience coordinating meetings and/or presentations
• Experience with virtual meeting software (e.g., Microsoft Teams or Zoom)

Preferred Qualifications

• Three years of experience in executive assistance, events, or communications
• Experience with Smartsheet Software
• 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
• Demonstrated track record of working collaboratively with multiple groups/stakeholders
• Demonstrated ability to work independently to solve problems
• Experience working with confidential information
• Demonstrated time management and organizational skills with strong attention to detail

Education

Required: Associate degree

Preferred: Bachelor's degree

How to Apply

Please go to the "Apply Now" area and select your current UW Employment Status. Applicants will be asked to upload a resume and cover letter outlining relevant qualifications and experience as it pertains to the required and preferred qualifications outlined in this job posting.

Contact Information

Tamara Kuhn Martin

1415 Engineering Dr

Madison, WI 53706

tamara.kuhnmartin@wisc.edu

Institutional Statement on Diversity

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

The University of Wisconsin-Madison is an Equal Opportunity Employer.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, click here.

To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).

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