Executive Assistant

What is WIDA? For over 20 years, WIDA has provided a trusted, comprehensive approach to supporting, teaching, and assessing multilingual learners. We are an educational services organization that advances language development and academic achievement for multilingual children in early childhood and grades K-12. In short, we provide educators around the world with high-quality language standards, assessments, professional learning, and research. We are proud to be a part of the Wisconsin Center for Education Research (WCER) within UW-Madison's nationally ranked School of Education. Visit https://wida.wisc.edu/about/careers and watch our Introduction to WIDA video to see why WIDA is an incredible place to work!

The Executive Assistant position is located within the WIDA's Administration and Operations department and will report to the Executive Director. This position will be responsible for providing high-level administrative support to the Executive Director, including managing calendars, scheduling, and coordinating meetings. The Executive Assistant will support both Madison-based and remote staff, demonstrating strong time management skills, the ability to set priorities, and the capacity to operate with minimal supervision. This role requires discretion and sound judgment, as the individual will be entrusted with confidential matters in support of the organization.

Due to UW policy and travel expectations, this position requires living in Madison, WI, or the surrounding area, as this position may occasionally require on-site work at our Madison office.

Remote work is an option for this position on a voluntary basis; however, it is important to note that this role is headquartered in Madison, WI, and the tasks of the position require occasional work-related travel. If working remotely out-of-state, travel back to UW-Madison would not be reimbursable, and other business travel will require cost comparisons between your home and Madison, WI.

UW Travel Policy and Remote Work Policies outline business travel requirements for fully remote employees, and WIDA is committed to supporting employees with their business travel and minimizing or eliminating out-of-pocket expenses whenever possible. Please review UW Remote Work Policy UW5087, in particular, Section III, Part G, which addresses an employee's Headquarters Location. We will be happy to support and address questions about remote work or travel during the interview process.

WIDA operates in a Windows-based environment, and a Dell PC laptop will be issued for use in this role.Software and virtual connection tools that are critical to our work dictate that WIDA staff work on a PC.

• Develops agendas, captures meeting notes and documents action items effectively

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

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

• Responsible for navigating multiple and occasionally conflicting priorities

• 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

School of Education / WIDA

Minimum: $52,000.00 annually

Commensurate with qualifications and experience. 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.

• Minimum of 2 years of experience supporting senior staff with executive-level administrative tasks, including managing calendars, scheduling meetings, submitting expenses, planning travel, answering emails, organizing onsite meeting details, and preparing professional correspondence.

• Excellent written and verbal communication skills for interacting with colleagues, leadership, and external partners.

• Advanced skills in common office productivity software (e.g., Microsoft Office 365, Teams, Zoom) for creating documents, managing files, scheduling and running meetings, and collaborating online.

• Outstanding organizational and time management skills, with the ability to manage multiple tasks, meet deadlines, work independently, and take initiative.

• Proven ability to handle confidential and sensitive information with discretion and professionalism.

• Demonstrated adaptability and problem-solving skills in a dynamic work environment.

• Experience supporting remote or hybrid teams is highly desirable.

Associate's Degree

Please go to the "Apply Now" area and select your current UW Employment Status. Upload a copy of your current resume and a cover letter describing how your experience and qualifications meet the requirements of this position.

Franchesca Beswick

humanresources@wida.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.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

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, click here.

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.