What Jobs are available for Executive Assistant in Madison?

• Manage complex executive calendars, including scheduling meetings and appointments.
• Coordinate all aspects of executive travel arrangements (domestic and international).
• Prepare, proofread, and edit documents, presentations, and correspondence.
• Screen and manage incoming communications, prioritizing appropriately.
• Act as a primary point of contact for internal and external stakeholders.
• Assist with meeting logistics, including preparing agendas, taking minutes, and tracking action items.
• Handle confidential information with the utmost discretion and professionalism.
• Manage expense reports and assist with budget-related tasks.
• Provide general administrative support as needed to ensure efficient operations.

• Bachelor's degree or equivalent relevant experience.
• 5-7+ years of experience as an Executive Assistant supporting C-level executives.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Exceptional organizational, time management, and prioritization skills.
• Excellent written and verbal communication abilities.
• High level of professionalism, discretion, and confidentiality.
• Strong problem-solving skills and the ability to multitask effectively.
• Proactive approach to anticipating executive needs.

Be part of something remarkable

Bring your administrative expertise to our Strategy and Planning office.

We are seeking an Executive Assistant to:

• Proactively maintain a working knowledge of the executives' obligations and responsibilities to assist in managing work products, timelines, and priorities.
• Manage calendars, including the coordination of complex executive meetings and appointments.
• Compose, prepare, and distribute meeting agendas, materials, attendance, and minutes as assigned and in a timely manner.
• Act as a liaison between the executives and others, assuring that information is channeled appropriately and in a timely fashion.
• Prepare professionally written communications which include but are not limited to correspondence, presentations, reports, and research.

• An excellent benefits package, including health and dental insurance, paid time off, retirement plans, two-week paid parental leave and adoption assistance.
• Options for a variety of schedules and shifts that offer flexibility and allow for work-life balance.
• Access to great resources through the UW Health Employee Wellbeing Department that supports your emotional, financial, and physical well-being.
• Tuition benefits eligibility - UW Health invests in your professional growth by helping pay for coursework associated with career advancement.
• The opportunity to earn a referral bonus for referring friends, former colleagues or others to apply for open, posted positions.

• High School Diploma or equivalent Required
• Bachelor's Degree in Business Administration or related field Preferred

Work Experience

• 3 years of experience providing administrative support to management level staff or five years of administrative work experience Required
• 5 years of relevant office management and senior executive level support experience within a large, complex organization Preferred

Licenses & Certifications

• Professional Administrative Certification of Excellence (PACE), Certified Administrative Professional (CAP), or Microsoft Office Specialist (MOS) Preferred

Our Commitment to Social Impact and Belonging

UW Health is committed to fostering a workplace that creates belonging for everyone and is an Equal Employment Opportunity (EEO) employer. Our respect for people shines through patient care interactions and our daily work practices as we work to embrace the knowledge, unique perspectives and qualities each employee and faculty member brings to work each day. It is the policy of UW Health to provide equal opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

University Hospital in Madison is a Magnet®-designated facility that's ranked Wisconsin's #1 hospital and considered one of the nation's leading hospitals, teaching institutions and referral centers.

UW Health Administrative Facilities - UW Health has administrative locations throughout Madison and beyond where thousands of employees provide vital support to our clinical areas. These locations are home to departments such as Access Services, Compliance, Human Resources, Information Services, Patient Medical Records, Payroll and many others.

Job Description

UW Hospital and Clinics benefits

• Manage and coordinate complex calendars for multiple executives, ensuring efficient scheduling and conflict resolution.
• Arrange intricate domestic and international travel itineraries, including flights, accommodations, visas, and ground transportation.
• Prepare and edit correspondence, reports, presentations, and other documents with a high degree of accuracy.
• Coordinate meetings, including logistics, agenda preparation, minute-taking, and follow-up actions.
• Serve as a gatekeeper, screening calls, emails, and visitors, and prioritizing requests.
• Handle confidential and sensitive information with the utmost discretion and integrity.
• Manage expense reporting and budget tracking for executive offices.
• Conduct research and gather information for executive projects and meetings.
• Liaise with internal departments and external stakeholders on behalf of executives.
• Anticipate the needs of executives and proactively address potential issues.
• Organize and maintain physical and digital filing systems.
• Assist with event planning and coordination for executive-level functions.
• Provide support for onboarding new executives and their teams.
• Maintain up-to-date knowledge of company policies and procedures.
• Contribute to improving administrative processes and workflows.

• Associate's or Bachelor's degree in Business Administration, Communications, or a related field, or equivalent professional experience.
• Minimum of 7 years of experience supporting C-level executives, preferably in a fast-paced corporate environment.
• Exceptional organizational and time management skills, with the ability to prioritize effectively.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with calendar management tools.
• Strong written and verbal communication skills, with excellent grammar and proofreading abilities.
• High level of professionalism, discretion, and interpersonal skills.
• Proven ability to handle confidential information with integrity.
• Experience in coordinating complex travel arrangements.
• Adaptability and flexibility to manage changing priorities in a hybrid work environment.
• Proactive problem-solving skills and a resourceful approach to tasks.
• Experience in the biotechnology or research sector is a plus.

• Manage complex and dynamic calendars for multiple executives, prioritizing meetings and proactively resolving scheduling conflicts.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and ground transportation, ensuring seamless itineraries.
• Prepare and edit correspondence, presentations, and other documents with a high degree of accuracy and professionalism.
• Screen and prioritize incoming communications, including emails and phone calls, acting as a gatekeeper when necessary.
• Organize and manage logistics for meetings, conferences, and events, both virtual and in-person.
• Conduct research on various topics as requested by executives.
• Process expense reports and manage other administrative tasks to support executive functions.
• Maintain organized filing systems, both physical and digital.
• Handle confidential information with the utmost discretion and professionalism.
• Serve as a liaison between executives and internal/external contacts, fostering positive relationships.
• Anticipate executive needs and proactively address potential issues before they arise.

• Associate's or Bachelor's degree in Business Administration or a related field, or equivalent work experience.
• Minimum of 5 years of experience providing high-level administrative support to senior executives.
• Exceptional organizational and time management skills, with the ability to multitask effectively.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with video conferencing tools (Zoom, Teams).
• Excellent written and verbal communication skills, with strong grammar and proofreading abilities.
• High level of professionalism, discretion, and a strong work ethic.
• Ability to work independently, take initiative, and adapt to changing priorities.
• Experience with expense reporting and travel booking systems.
• A proactive approach to problem-solving and a keen eye for detail.
• Demonstrated ability to thrive in a fully remote work environment.

• Oversee daily office operations and administrative functions.
• Manage executive calendars, scheduling, and travel arrangements.
• Prepare correspondence, reports, and presentations.
• Coordinate office supplies, equipment, and vendor relationships.
• Assist with event planning and logistics.
• Maintain office organization and ensure a positive work environment.
• Handle confidential information with utmost discretion.

• Associate's or Bachelor's degree preferred.
• 5+ years of experience in office management or executive support.
• Proficiency in Microsoft Office Suite and office management tools.
• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• Ability to multitask and prioritize effectively.

• Managing and optimizing the CEO's demanding schedule, including prioritizing appointments and resolving conflicts.
• Coordinating all aspects of domestic and international travel, including flights, accommodation, visas, and detailed itineraries.
• Preparing, proofreading, and editing documents, reports, presentations, and correspondence for the CEO.
• Screening incoming calls, emails, and mail, and responding or redirecting as appropriate.
• Organizing and managing executive meetings, including scheduling, preparing agendas, taking minutes, and following up on action items.
• Handling confidential information with the utmost discretion and professionalism.
• Assisting with the preparation and tracking of expense reports and budgets.
• Serving as a liaison between the CEO, board members, senior management, and external partners.
• Managing special projects and research as assigned by the CEO.
• Maintaining organized filing systems, both physical and digital.
• Providing general administrative support to the executive office.

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Minimum of 5 years of experience as an Executive Assistant supporting C-level executives, preferably in a fast-paced corporate environment.
• Exceptional organizational and time management skills with the ability to multitask and prioritize effectively.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with virtual meeting platforms.
• Excellent written and verbal communication skills, with strong proofreading abilities.
• High level of professionalism, maturity, and discretion in handling sensitive information.
• Proactive approach to problem-solving and anticipating needs.
• Ability to work independently and as part of a team, demonstrating a strong work ethic.
• Adaptability and flexibility to manage changing priorities and demands.
• Positive attitude and a commitment to providing outstanding support.