Dean's Executive Assistant

University of Wisconsin Madison; Madison (WI); On-site; USD 57,000 - 81,000; Full time

Job summary

An established academic institution seeks a dedicated Executive Assistant to support the Dean of the College of Letters & Science. This role requires exceptional organizational skills, the ability to manage confidential information, and a commitment to providing outstanding service. The successful candidate will thrive in a dynamic environment, balancing a variety of administrative tasks while ensuring smooth operations. Join a diverse team where your contributions will enhance the academic experience for students and faculty alike, and be part of a community dedicated to excellence in education and inclusivity.

Benefits

Generous Vacation

Competitive Insurances

Retirement Benefits

Paid Time Off

Qualifications

• 3+ years experience supporting an executive with scheduling and meeting materials.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Schedule logistics for meetings and travel for the Dean.
• Compile and evaluate correspondence and reports.

Skills

Administrative Support

Problem Solving

Communication Skills

Confidentiality Management

Time Management

Education

Associate's Degree

Bachelor's Degree

Tools

Microsoft Outlook

Virtual Meeting Tools

Job description

Job Summary:	The Dean's Executive Assistant (EA) provides comprehensive executive support for the Dean of the College of Letters & Science with a commitment to innovation and modernization. The position reports to the Associate Dean for Innovation and Strategy who serves as the Dean's Chief of Staff. This role requires a high-level of professionalism, confidentiality, independent judgment and flexibility. The individual in this position must demonstrate a commitment to courteous, sincere and sensitive customer services, and display a dedication to creating a welcoming environment for a varied audience including leadership, faculty, staff, students and external stakeholders. This position provides a breadth of administrative, clerical and advanced program support services that serves the Dean's priorities. This individual is expected to utilize a considerable amount of independent initiative and judgment, exercise a high level of administrative, problem solving, and analytical abilities, and have strong communication skills to anticipate, coordinate, and work with the team for smooth operations of the Dean's office. Duties include ensuring that the Dean is prepared in a timely manner for meetings and business activities, managing the Dean's calendar, coordinating travel, and maintaining confidentiality of information with discretion and sensitivity. This position serves as a reflection of the Dean, responding to inquiries with customer-oriented interpersonal skills in all interactions. Given the intellectual breadth of the College and variety of activities in which the Dean engages, this individual should thrive in a fast-paced environment where plans may need to change quickly and drastically. Additionally, as the leader of the largest and most diverse college on campus, the Dean is responsible for and involved in strategic and management decisions. The EA is privy to confidential information and conversations, including those related to the employer-employee relationship (e.g. disciplinary actions, possible legal actions, etc.). The individual in this position must use discretion to appropriately manage the flow of information. They will work in close collaboration with their supervisor in anticipating the needs of the Dean with consideration of others' time and effort.
Responsibilities:	Provides administrative support for a leadership position with institutional influence and oversight (Chancellor, Vice Chancellor, Associate Vice Chancellor, and/or Provost, as defined by the institution). Utilizes discretion and operates independently with minimal supervision. 55% Schedules logistics for meetings, conferences, and travel and organizes schedules for a leadership position with institution wide authority 20% Compiles, screens, and evaluates correspondence and reports and recommends actions 10% Develops and facilitates communications of varying complexity between various internal and external stakeholders 5% Manages the organization, auditing, security, and confidentiality of records and files 10% Provides back-up support for other administrative assistant colleagues, as needed. Other office operational responsibilities may include managing special events and other duties as assigned.
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
Education:	Required Associate's Degree Preferred Bachelor's Degree
Qualifications:	Required: - At least 3 years of experience scheduling and preparing meeting materials for an administrator or executive. - Experience working as a collaborative member of team in a fast-paced environment within an administrative office, including answering inquiries and hosting visitors. - Experience preparing and finalizing professional correspondence, including sending documents and handling electronic and paper filing. - Evidence of strong verbal and written communication skills, including the ability to proofread documents with a high level of accuracy. - A demonstrated ability to juggle multiple tasks and assignments. Preferred: - A demonstrated ability to maintain discretion and professionally handle confidential information. - Experience with multiple virtual meeting tools. - Experience using Microsoft Outlook to schedule in-person and virtual meetings with several attendees. - Experience booking and managing travel and hotel arrangements, including using a purchasing card and managing reimbursements. - A demonstrated commitment to building a welcoming environment. - Evidence of being an independent, self-starter that can manage projects beginning to end, including those of a collaborative nature.
Work Type:	Full Time: 100% It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.
Appointment Type, Duration:	Ongoing/Renewable
Salary:	Minimum $57,000 ANNUAL (12 months) Depending on Qualifications The typical starting salary for this position is $57,000 - $80,240 depending on qualifications and experience. Employees in this position can expect to receive benefits such as generous vacation, holidays and paid time off; competitive insurances and saving accounts; and retirement benefits.
Additional Information:	Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, or a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of your appointment, and maintain eligibility without sponsorship throughout your appointment.
How to Apply:	Please click on the "Apply Now" button to start the application process. To apply for this position you will need to upload a cover letter, resume and contact information for at least three professional references, including your current supervisor. References will not be contacted without advance notice. Your cover letter should address your qualifications as they pertain to the minimum number of years and type of relevant work experience listed above.
Contact:	Maria Antezana Ardaya [e-mail] 608-217-0163 Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:	Executive Assistant II(AD011)
Department(s):	A48-COL OF LETTERS & SCIENCE/ADMINISTRATION/ADMIN
Employment Class:	Academic Staff-Renewable
Job Number:	314452-AS
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. 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 Division 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 you and your references to answer questions regarding 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). 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 .