Executive Assistant I Job at UW-Madison College of Engineering in Madison

Overview

Executive Assistant I — UW‑Madison College of Engineering. This role provides professional administrative, clerical, and advanced program support for the Office of Research Services, primarily supporting the Associate Dean for Research, the Assistant Dean for Research Administration, and other team members as needed.

Key Job Responsibilities

• Manages the organization, auditing, security, and confidentiality of records and files
• Develops and facilitates communications of varying complexity between 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

Department

College of Engineering, Office of Research Services

Compensation

The starting salary for the position is $60,000, but is negotiable based on experience and qualifications.

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

Diversity and Equal Opportunity

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. 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. For more information regarding applicant and employee rights and to view federal and state required postings, visit the university website.

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on‑campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW‑Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.