Executive Assistant to the Vice Chancellor for Strategic Communication

The Executive Assistant provides primary administrative support to the Vice Chancellor for Strategic Communication (VCSC), working closely with the Office of Strategic Communication staff. This role will be responsible for a wide range of tasks, including calendar management, meeting preparation, expense reconciliation, and other support, as needed. As part of a team dedicated to advancing and protecting UW-Madison's global reputation, the executive assistant will join a collaborative and dynamic work environment and work closely with the staff of other university leadership, including the Office of the Chancellor and the Office of University Relations.

• Monitors budgets and reviews and approves expenditures (25%)

• Provides support for Office of Strategic Communication business operations. Serves as primary fiscal support staff for these units (10%)

• Serves as primary contact for all visitors to the Office of Strategic Communication. May provide occasional back up support to Chancellor's Office (5%)

• Supports strategic initiatives and proactively manages priorities for the Vice Chancellor (10%)

• Schedules logistics for meetings, conferences, and travel and organizes schedules for a leadership position with institution wide authority (30%)

• Compiles, screens, and evaluates correspondence and reports and recommends actions (5%)

• Develops and facilitates communications of varying complexity between various internal and external stakeholders (10%)

• Manages the organization, auditing, security, and confidentiality of records and files (5%)

Office of Strategic Communication

The minimum annual salary for this position is $70,000. The actual starting salary is negotiable depending on the final candidate's qualifications

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. Learn more here.

This is a full-time, ongoing position.

This position will be primarily on-site to support the Vice Chancellor, but there may be some flexibility for occasional remote work.

• 2+ years of experience working in a complex administrative environment.

• Experience working with budgets and financial processes/procedures.

• Proficiency with Microsoft Office Suite (i.e., Excel, Word, PowerPoint, Teams). Additional software experience including Adobe Acrobat, Asana and Google Workspace a plus.

• Excellent organizational skills with attention to detail at all times. Demonstrates thoroughness in accomplishing a task through concern for all the areas involved, no matter how small.

• Maintains confidentiality of sensitive information.

• Manages time effectively - efficiently uses time and resources allocated to complete tasks; is punctual and meets deadlines; effectively prioritizes tasks at hand to meet expectations.

• Demonstrates accountability - accepts responsibility for work and decisions; monitors process, progress and results; is dependable and self-reliant; understands and demonstrates behaviors that drive compliance.

• Communicates effectively - ensures that consistent communication takes place within area of responsibility; informs Vice Chancellor about progress and problems; ensures that important information is shared as appropriate; gives and receives constructive feedback.

• Experience managing an electronic calendar for an executive level position.

• Working knowledge of UW-Madison's policies and procedures as well as office practices and etiquette.

• Knowledge of current state and university travel rules and regulations. Experience making travel arrangements and itineraries.

Associate's degree required.

To apply for this position, select either "I am a current employee" or "I am not a current employee" under Apply Now. Please upload the following required documents:

• Cover letter

• Resume

• Names and contact information (email address and/or phone number) for three (3) professional references. References will not be contacted without notifying you first.

Important: The application has only one attachment field. Upload your documents as a single combined file (PDF preferred) or as multiple files in the same upload area.

University sponsorship is not available for this position, including transfers of sponsorship and TN visas.The selected applicant will be responsible for ensuring their continuous eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment.This position is an ongoing position that will require continuous work eligibility.If you are selected for this position you must provide proof of work authorization and eligibility to work.

Kory Breuer, HR Manager, kory.breuer@wisc.edu

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 OpportunityEmployer.

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 backgroundsand 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 accommodationfor 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.