Senior Executive Assistant to the Chancellor - Office of the Chancellor

Job Description

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Position Title:
Senior Executive Assistant to the Chancellor - Office of the Chancellor
Job Category:
Academic Staff
Employment Type:
Regular
Job Profile:
Executive Assistant to the CEO
Job Duties:
Attention:
The Office of the Chancellor at the University of Wisconsin-Whitewater seeks a Senior Executive Assistant to the Chancellor (Executive Assistant to the CEO, AD083).
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
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.
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
Department:
Office of the Chancellor
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
.
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.
How to Apply:
Only complete application packages will be considered.
This includes online submission of the following documents:
Cover Letter
Resume
Name and contact information for three
professional
references
Contact Information:
If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1024 or
hr@uww.edu
.
For questions regarding this position, please contact:
Search Committee Chair,
Gabrielle Dralle
dralleg@uww.edu
262.472.5240
To Ensure Consideration:
Applications received by
September 24th
, 2026
are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.
CAMPUS INFORMATION:
UW-Whitewater is a thriving public university located in southeastern Wisconsin. It leads the way in providing world-class, affordable higher education programs to more students than neighboring regional comprehensives in the University of Wisconsin System. A collaborative team of 1,300 faculty and staff are devoted to the success of the university's 11,500 students at its main and Rock County campuses. The team provides high-impact practices and academic programs - online and in person - from associate to doctoral levels. Recognized nationally for affordability, inclusion, and career development, UWW serves approximately one-third first-generation students and boasts strength in many areas, especially business and education. The campus and community embrace the Warhawk Family spirit, supporting the university's arts and nationally recognized NCAA Division-III level championship athletics. As a proud institution of access, more than 10 percent of undergraduate students use the acclaimed Center for Students with Disabilities - a priority mission since the 1970s.

UW-Whitewater's campuses are located centrally near Milwaukee, Madison, and Chicago, offering easy access to the cultural and commercial opportunities of major metropolitan areas. Near both Lake Geneva and the Wisconsin Dells, the area attracts numerous visitors from across the country. Whitewater is a vibrant college community near the Kettle Moraine State Forest offering area residents seasonal outdoor enjoyment. The nearby Rock County campus is located in Janesville, a town of 60,000 located on the Rock River and known as Wisconsin's Park Place.
ORGANIZATION INFORMATION:
The University of Wisconsin-Whitewater is part of the 13-campus Universities of Wisconsin (
https://www.wisconsin.edu
).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background