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Executive Assistant

University of Wisconsin-Madison
Wisconsin, United States
Salary Not Specified
Posted Date
Sep 8, 2023

Minimum $65,000 ANNUAL (12 months)
Depending on 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. For a summary of benefits, please see

Job Summary:

This Executive Assistant position in the Office of the Provost is part of an administrative team that supports UW-Madison's broad academic mission and provides leadership for campus initiatives, programs, and services that advance institutional priorities.

This position has primary responsibility for managing official email and correspondence for the office, as well as providing executive support to the Provost's chief of staff. Day-to-day responsibilities are varied and provide an opportunity to learn about many aspects of the management of the university. The Executive Assistant will occasionally be asked to provide back-up coverage for other executive support staff, which will include reception, calendaring, and preparation of materials for the Provost's daily meetings and engagements.

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.
  • 5% Schedules logistics for meetings, conferences, and travel and organizes schedules for a leadership position with institution wide authority
  • 35% Compiles, screens, and evaluates correspondence and reports and recommends actions
  • 30% 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
  • 10% Administrative support for several grant competitions.
  • 5% Manages IT purchases and inventory for the Office of the Provost
  • 5% Updates Office of the Provost web pages
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


Associate's Degree

Bachelor's Degree


- Experience using Microsoft Office Suite and cloud collaboration tools for a range of administrative tasks
- Strong organizational skills
- Ability to manage information in basic spreadsheets and electronic filing systems
- Strong verbal and written communication skills
- Demonstrated attention to detail with strong editing skills
- Commitment to customer service
- Experience working in an administrative role as part of a team

- Experience with scheduling for an executive/leadership role.
- Experience managing incoming and outgoing correspondence including tracking requests, researching issues, and drafting responses
- Demonstrated ability to handle sensitive matters with the utmost confidentiality and professionalism
- Experience in records retention, archiving, and managing paper and electronic filing systems
- Basic skills in using a web content management system (CMS)
- Experience with, or the ability to quickly learn, campus financial and HR tools
- Experience working in a fast-paced environment serving a diverse audience

We encourage you to apply even if you're not sure you meet all of the listed qualifications.

Work Type:

Full Time: 100%

This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location.

Appointment Type, Duration:


How to Apply:

Please click the '' button above. After creating a UW Jobs profile, you will be asked to upload a cover letter and resume. Your application materials should highlight your experience, knowledge, and skills as they relate to the listed qualifications.


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

Official Title:

Executive Assistant II(AD011)



Employment Class:

Academic Staff-Renewable

Job Number:


The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer. Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, 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 through diversity and encourage all qualified individuals to apply.

If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website:

Employment will require a criminal background check. It will 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 .

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