Executive Assistant I

The Executive Assistant provides professional administrative, clerical, and advanced program support services for the Office of Research Services in the College of Engineering at UW-Madison. Primarily supports the Associate Dean for Research, the Assistant Dean for Research Administration, and other team members as needed. The Executive Assistant communicates extensively with high- level professionals including the Provost's, Vice Chancellors', and other Deans' offices, as well as with departmental chairs, faculty, and staff within UW-Madison and organizations outside of the university. Provides a close communications link to the CoE Associate & Assistant Deans and CoE Executive Assistants.

Success in this role requires:

• Excellent administrative, organizational, oral & written communication, computer, and interpersonal skills.

• Ability to utilize a considerable amount of independent initiative and judgment, exercise a high level of administrative problem solving, analytic ability, and confidentiality.

• Establishing and maintaining effective working relationships with CoE and campus leaders, staff, faculty, and various visitors, and always using discretion in carrying out duties.

• Ability to independently develop and maintain activities and procedures to meet the demands of the position.

• Able to serve as one of the initial contacts for the Office of Research Services. Such duties must be performed with the utmost professionalism while exercising appropriate judgment.

• Manages the organization, auditing, security, and confidentiality of records and files

• Develops and facilitates communications of varying complexity between various internal and external stakeholders

• Compiles, screens, and evaluates correspondence and reports and recommends actions

• Schedules logistics for meetings, conferences, and travel and organizes schedules for a college or division leadership position

• Oversees the Research Services Smart Sheet Software databases

• Monitors budgets and reviews and approves expenditures

College of Engineering, Office of Research Services

The starting salary for the position is $60,000, but is negotiable based on experience and qualifications.

• Two years of experience in executive assistance, events, or communications

• Experience serving as the initial point of contact for an administrative office

• Experience using Microsoft Word, Excel, PowerPoint, or Google Suite

• Experience preparing and finalizing professional correspondence, including sending documents and handling electronic and paper filing.

• Experience maintaining calendars

• Experience coordinating meetings and/or presentations

• Experience with virtual meeting software (e.g., Microsoft Teams or Zoom).

• Three years of experience in executive assistance, events, or communications

• Experience with Smartsheet Software

• Excellent oral and written communication skills

• Excellent organizational skills and attention to detail with a demonstrated ability to simultaneously execute multiple tasks while responding to multiple demands

• Demonstrated track record of working collaboratively with multiple groups/stakeholders

• Demonstrated ability to work independently to solve problems

• Experience working with confidential information

• Demonstrated time management and organizational skills with strong attention to detail

Required: Associate degree

Preferred: Bachelor's degree

Please go to the "Apply Now" area and select your current UW Employment Status. Applicants will be asked to upload a resume and cover letter outlining relevant qualifications and experience as it pertains to the required and preferred qualifications outlined in this job posting.

Tamara Kuhn Martin

1415 Engineering Dr

Madison, WI 53706

tamara.kuhnmartin@wisc.edu

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