Executive Assistant

University of Wisconsin-Madison; Madison (WI); On-site; USD 48,162 - 58,865; Full time

Job summary

The Executive Assistant to the Founding Dean of the College of Computing and Artificial Intelligence provides high-level administrative and operational support in a dynamic academic environment.

Serving as a trusted partner to the Founding Dean, this position manages complex scheduling and logistics, facilitates communication with internal and external stakeholders, oversees confidential records and information, and supports financial and administrative operations.

Qualifications

• Exceptional organizational, prioritization, and time-management skills.
• Strong written and verbal communication abilities.

Responsibilities

• Perform additional administrative and executive support functions as assigned in support of the Dean and college leadership.
• Serve as a liaison between the Dean’s Office and internal/external constituents, facilitating communications of varying complexity and sensitivity.
• Compiles, screens, and evaluates correspondence and reports and recommends actions.
• Develops and facilitates communications between various internal and external stakeholders.
• Organize and facilitate logistics for executive-level meetings, advisory boards, faculty engagements, donor visits, and college events.
• Manages the organization, auditing, security, and confidentiality of records and files.
• Schedules logistics for meetings, conferences, and travel and organizes schedules for leadership.
• Monitors budgets and reviews and approves expenditures.

Skills

Organizational skills

Verbal & written communication

Time management

Discretion

Education

Associate degree

Tools

Office productivity software

Collaboration tools

Job description

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Job Category

Academic Staff

Employment Type

Regular

Job Profile

Executive Assistant I

Job Summary

The Executive Assistant to the Founding Dean of the College of Computing and Artificial Intelligence provides high-level administrative and operational support in a dynamic and rapidly evolving academic environment. Serving as a trusted partner to the Founding Dean, this position manages complex scheduling and logistics, facilitates communication with internal and external stakeholders, oversees confidential records and information, and supports financial and administrative operations. The Executive Assistant exercises sound judgment maintains a high degree of discretion and operates with minimal supervision while advancing the strategic priorities and mission of the College.

Key Job Responsibilities

• Perform additional administrative and executive support functions as assigned in support of the Dean and college leadership
• Serve as a key liaison between the Dean’s Office and internal and external constituents, facilitating communications of varying complexity and sensitivity
• Compiles, screens, and evaluates correspondence and reports and recommends actions
• Develops and facilitates communications of varying complexity between various internal and external stakeholders
• Organize and facilitate logistics for executive-level meetings, advisory boards, faculty engagements, donor visits, and college events
• 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

Department

College of Computing and Artificial Intelligence

Compensation

The minimum salary for this position is $53,514; Actual pay is determined at time of hire and is based on experience and qualifications.

This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax advantage savings accounts and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. For a summary of benefits, please see https://www.wisconsin.edu/ohrwd/benefits/download/fasl.pdf

Required Qualifications

• Exceptional organizational, prioritization, and time-management skills.
• Strong written and verbal communication abilities.

Preferred Qualifications

• Demonstrated ability to handle sensitive and confidential information with discretion.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong attention to detail and proficiency with office productivity and collaboration technologies.
• Professional judgment, initiative, and the ability to work independently with minimal supervision.
• 2-3 years of executive assistant or relevant experience.

Education

Associate Degree preferred

Contact Information

Jonathan Wolf

[e-mail]

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

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.

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, visit the Human Resources Workplace Poster website.

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).

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.