Senior Executive Assistant to the Chancellor - Office of the Chancellor

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

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 [email protected].

For questions regarding this position, please contact:

Search Committee Chair, Gabrielle Dralle

[email protected]

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 Check Policy and Universities of Wisconsin Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked. 
 
The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills. 
 
For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see  Annual Security and Fire Safety Report if you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

UW IS AN EQUAL OPPORTUNITY EMPLOYER:

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.