Executive Assistant II

Job Details

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Position Title: Executive Assistant II

Job Category: Academic Staff

Employment Type: Regular

Job Profile: Executive Assistant II

Job Duties:

Provides administrative support for the Vice Chancellor for Administration & Finance with institutional influence and oversight for the Administration & Finance Office. Utilizes discretion and operates independently with minimal supervision.

The Executive Assistant for the Vice Chancellor of Administration and Finance performs a variety of specialized, complex, and confidential administrative assistance duties of the highest level of responsibility, confidentially, and sensitivity for the Vice Chancellor, the Administration & Finance Office, and for Directors within the Division as needed or assigned.

The review of applications starts on April 2, 2026. Applications received on or before April 2nd are prioritized and review will continue until the position(s) is/are filled. Initial interviews will be conducted virtually, with shortlisted candidates invited to campus.

UW-La Crosse 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 at 608-785-8013.

Key Job Responsibilities:

• Serves as a first point of direct administrative contact and liaison with other UWL offices, individuals, external institutions, and state/federal agencies on a range issues.
• Coordinates correspondence and approvals associated with Universities of Wisconsin and the State of Wisconsin as needed.
• Organizes and facilitates meetings, conferences, and other special events. Including things like one-on-one meetings, A&F divisional events, and other large and small meetings.
• Greet, screen, and direct visitors to the Administration & Finance Office (both scheduled and unscheduled) dealing with both administrative problems and inquiries as appropriate.
• Screens and handles telephone communications for the office, and Vice Chancellor specifically, dealing with both administrative problems and inquiries as appropriate.
• Organize and manage the Vice Chancellor’s appointment calendar and schedule, make and arrange travel and other relevant arrangements.
• Prepare and edit correspondence relative to administrative activities. Independently composes correspondences involving complex, sensitive, and non-routine matters.
• Relieve Vice Chancellor of a variety of administrative matters and serves as confidential, executive assistant. Assesses importance of issues or conflicts, applies relevant policy, and briefs Vice Chancellor as appropriate. Performs other duties as assigned by Vice Chancellor.
• Assists Director of Administrative Services with scheduling of meetings, UPASS program, textbook and supply ordering, process procurement actions through various UWL and UW System software/systems including ShopUW+ and Workday, public records and records management duties, as well as other administrative duties as needed.
• Maintain departmental website and divisional organizational charts.
• Manage the scheduling of annual budget hearings for the Budget Office.
• Update and organize files, including maintaining and securing files sensitive in nature. Collect data necessary to maintain reports.
• Monitor and manage office budget to meet expenditure controls. Report to Vice Chancellor regularly. Coordinate with Budget Office on regular budget reporting for the division.
• Special projects as needed or assigned
• As assigned by Vice Chancellor of Administration & Finance or Director of Administrative Service or as requested by A&F Directors

Department: Office of Administrative and Finance

Compensation: $60,000 / year

Required Qualifications:

• Associate’s degree
• Evidence of ability to maintain confidential material
• Evidence of strong time management skills and attention to detail
• Evidence of strong oral and written interpersonal skills
• Evidence of strong ability and willingness to adapt to change
• Possess computer skills including proficiency with Microsoft Word, Excel, and PowerPoint

Preferred Qualifications:

• Bachelor’s Degree
• Experience working at an institution of higher learning
• Additional preference for experience working at UWL
• Knowledge and/or experience of multiple complex units within an organization
• Possess superior level of proficiency with Microsoft Products including Word, Excel, PowerPoint, Teams, SharePoint, Outlook and others.
• Evidence of the ability to work with multiple constituents with a wide range of personal and professional backgrounds (students, faculty, staff, alumni, donors, community partners, etc.)

How to Apply:

Required application documents

Cover letter (that addresses the required and preferred qualifications)

CV / Resume

Contact Information:

Robin Tuxen, rtuxen@uwlax.edu