Senior Executive Assistant to the Chancellor - Office of the Chancellor

Position Summary

This position provides executive administrative support to the Chancellor and serves as a key member of the Office of the Chancellor. The position is responsible for managing the Chancellor's calendar, coordinating travel and meetings, preparing correspondence and materials, supporting office operations, assisting with budget and purchasing processes, events, and providing designated administrative support for budget, personnel, travel, and operational functions within University Branding and Communications. The individual functions with a high degree of independence, exercises sound judgment in handling sensitive and confidential matters, and maintains positive working relationships with campus and external stakeholders.

Responsibilities

Executive Support to the Chancellor

• Manage the Chancellor's calendar, including scheduling appointments, meetings, travel and events.
• Prepare daily schedules and ensure meeting materials are organized and available.
• Facilitate logistics for meetings and events involving the Chancellor, including room reservations, catering, and related arrangements.
• Coordinate requests for speaking engagements and assist with the preparation and distribution of related materials.
• Research, collect and compile information to ensure the Chancellor has the necessary background information and materials for attending meetings, speaking engagements and special events.
• Prepare correspondence for the Chancellor's review and signature.
• Coordinate all aspects of the Chancellor's travel, including the planning of itineraries and logistical arrangements in compliance with university and state guidelines. This includes the preparation and submission of travel expense reimbursements.
• Monitor incoming requests and communicate matters requiring attention to the Chief of Staff.
• Provide administrative support for special projects and initiatives within the Office of the Chancellor.

Office Operations, Event Coordination, and Budget Support

• Support the planning and execution of Office of the Chancellor and university-wide events by coordinating logistics, communications, materials, scheduling, and other administrative needs.
• Provide administrative support for Chancellor's Office budget activities, including processing invoices, purchasing, reimbursements, and other financial recordkeeping.
• Maintain office records, files, and contact lists.
• Coordinate office supplies and operational needs.
• Serve as a point of contact for visitors and inquiries to the Office of the Chancellor.

University Branding and Communications Administrative Support

• Process budget and purchasing transactions for University Branding and Communications, including requisitions, purchase orders, receipts, invoices, procurement card reconciliation, and related recordkeeping.
• Coordinate travel authorizations, expense reimbursements, conference registrations, and professional development logistics for UBC staff.
• Serve as the primary administrative contact for UBC personnel transactions, including leave reporting, timesheet approvals, hiring paperwork, onboarding activities, and student employment processes.
• Coordinate operational requests on behalf of UBC, including facility access, visitor parking, meeting space reservations, and staff retreat logistics.
• Maintain administrative records and documentation necessary to support UBC business operations.

Key Job Responsibilities

• Schedules logistics for meetings, conferences, and travel and organizes schedules for the Chancellor, Chancellor's Chief of Staff, or President
• Coordinates formal communications on behalf of the Chancellor's office including to donors and key internal and external stakeholders
• Organizes and executes special projects; analyzes, assembles and obtains information for the Chancellor and Chancellor's Chief of Staff
• Serves as public relations liaison between the Chancellor or President's office, and other UW Madison and UW System departments and offices, and with the public to resolve problems and provide information involving complexity and sensitivity
• May monitor budgets or review and approve expenditures
• Compiles, screens, and evaluates correspondence and reports and recommends actions
• Manages the organization, auditing, security, and confidentiality of records and files

Required Qualifications

• Bachelor's degree from an accredited institution and 3 years providing executive-level administrative support OR 5 years providing executive-level administrative support

Knowledge, Skills, and Abilities

• Advanced proficiency with Microsoft Office Suite.
• Demonstrated ability to provide high-level administrative support in a complex executive environment.
• Exceptional organizational, problem-solving, and prioritization skills, with strong attention to detail and the ability to manage multiple competing priorities.
• Ability to anticipate needs, work proactively, exercise initiative, and follow assignments through to completion with accuracy and consistency.
• Demonstrated ability to handle sensitive and confidential information with sound judgment, discretion, and professionalism.
• Ability to establish and maintain effective working relationships and interact respectfully with individuals from diverse backgrounds, including employees, university leaders, students, and members of the public.
• Willingness and ability to comply with applicable safety requirements, including required training and emergency drills.

Conditions of Appointment

University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.

Compensation

Well-qualified candidates can expect a starting annual salary within the range of $65,000 - $70,000 commensurate with the candidate's education, related experience, and qualifications. UW System employees receive an excellent benefit package. To learn more about the UW System's comprehensive benefit package, review the UW System Employee Benefits Brochure.

Department

Office of the Chancellor