Executive Assistant Job at School of Education, University of Wisconsin-Madison

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The Executive Assistant position is located within the WIDA’s Administration and Operations department and will report to the Executive Director. This position will be responsible for providing high-level administrative support to the Executive Director, including managing calendars, scheduling, and coordinating meetings.

Due to UW policy and travel expectations, this position requires living in Madison, WI, or the surrounding area, as this position may occasionally require on-site work at our Madison office. Remote work is an option for this position on a voluntary basis; however, it is essential to note that this role is headquartered in Madison, WI, and the tasks of the position require occasional work-related travel.

Key Job Responsibilities:

• Develops agendas, captures meeting notes and documents action items effectively
• Compiles, screens, and evaluates correspondence and reports and recommends actions
• Develops and facilitates communications of varying complexity between various internal and external stakeholders
• Responsible for navigating multiple and occasionally conflicting priorities
• 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

Required Qualifications:

• Minimum of 2 years of experience supporting senior staff with executive-level administrative tasks, including managing calendars, scheduling meetings, submitting expenses, planning travel, answering emails, organizing onsite meeting details, and preparing professional correspondence.
• Excellent written and verbal communication skills for interacting with colleagues, leadership, and external partners.
• Advanced skills in common office productivity software (e.g., Microsoft Office 365, Teams, Zoom) for creating documents, managing files, scheduling and running meetings, and collaborating online.
• Outstanding organizational and time management skills, with the ability to manage multiple tasks, meet deadlines, work independently, and take initiative.
• Proven ability to handle confidential and sensitive information with discretion and professionalism.
• Demonstrated adaptability and problem-solving skills in a dynamic work environment.

Preferred Qualifications:

• Experience supporting remote or hybrid teams is highly desirable.

Education: Associate’s Degree

Compensation: Minimum: $52,000.00 annually, commensurate with qualifications and experience. This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund.

The University of Wisconsin-Madison is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to, including but not limited 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.