Executive Assistant Job at University of Wisconsin in Madison

WIDA has provided a trusted, comprehensive approach to supporting, teaching, and assessing multilingual learners for over 20 years. We are an educational services organization that advances language development and academic achievement for multilingual children in early childhood and grades K-12. The Executive Assistant position is located within 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. The Executive Assistant will support both Madison-based and remote staff, demonstrating strong time management skills, the ability to set priorities, and the capacity to operate with minimal supervision. This role requires discretion and sound judgment, as the individual will be entrusted with confidential matters in support of the organization. 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. WIDA operates in a Windows-based environment, and a Dell PC laptop will be issued for use in this role. Software and virtual connection tools that are critical to our work dictate that WIDA staff work on a PC. 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 Requirements: Minimum of 2 years of experience supporting senior staff with executive-level administrative tasks 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) 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 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. 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. #J-18808-Ljbffr