Administrative Assistant

Duration: ASAP - more than 12 Months

Work Hours: 40 hours/week

Location: 4822 Madison Yards Way, Madison, WI 53705

Position: Hybrid

Job Description: *This position is hybrid requiring the candidate to come to the office when we have the vendor onsite, typically one week per month, all dates are predetermined. Only accepting candidates that are current WI residents. Interviews to start on Thursday 11/5/2026 *The Department administers numerous benefit programs for current, inactive, and retired public employees. The benefit programs include the Wisconsin Retirement System, group health insurance, group life insurance, deferred compensation, employee reimbursement account, income continuation insurance, long-term disability insurance, duty disability, and long-term care insurance. This position would be responsible for providing program support to administrators and office directors and providing agency-wide administrative services.

Qualifications: An exceptional candidate will be able to effectively prioritize their workload and make independent decisions. This position functions as a member of the agency s various teams and requires judgement, initiative, discretion, and problem-solving ability. Other qualifications include: At least 3 years of continuous experience providing administrative support in a government, technology, or project based environment, ideally in financial, benefits or pension-related administration environments. Strong proficiency with Microsoft Office Suite and collaboration tools (Teams, SharePoint, OneDrive). Experience with Outlook calendar management, Teams meeting coordination, and SharePoint document libraries and page updates. Accurate meeting note taking should also be included. Excellent written and verbal communication skills. Ability to manage multiple priorities and deadlines with minimal supervision. High level of professionalism, confidentiality, and judgment. Strong organizational skills, time management, and attention to detail. Ability to work with a large team in multiple time zones. Ability to work in a hybrid onsite and remote capacity. Some meetings are held onsite and this position must be able to support in-person project activities.

What we are looking for: The Administrative Assistant provides high level operational, logistical, and communication support for a multi year technology implementation project of a new administration platform. This role reports to the Deputy Director of the Office of Enterprise Initiatives and will support and take direction from the program and project managers. It ensures smooth coordination across project teams, maintains organized documentation, supports governance processes, and helps the project leadership team stay on schedule and informed. The position requires exceptional attention to detail, comfort working in a fast moving environment, and the ability to manage sensitive information with discretion. A successful Administrative Assistant in this role is proactive, organized, and steady under pressure. The candidate in this role anticipates needs, keeps information flowing, and helps the project team maintain clarity and momentum across a long and complex implementation timeline.