Administrative Assistant

About the role

The Administrative Assistant provides administrative and financial support to ensure efficient operation of FSRI’s finance and research support activities. The role includes processing expenses, purchasing activities, organizing financial records, assisting with invoice and supplier tasks, and preparing budget-related documentation.

Responsibilities

• Process and reconcile expense reports and reimbursements and purchasing activities including purchase orders and capital requests.
• Aid in preparing financial documents, summaries, reports, and presentations.
• Organize and maintain financial files—including invoices, purchase orders, contracts, and budget documents—and liaise with the legal team to ensure contract terms are acceptable.
• Maintain accurate and complete financial files and documentation.
• Support budgeting process by preparing data, charts, graphs, and supporting materials.
• Monitor expenditures against approved budgets and prepare regular variance reports for leadership.
• Aid in project cost estimates, financial summaries, and contract renewal documentation as directed.
• Perform other duties as directed.

Requirements

• Higher Secondary Education (High School Diploma) or equivalent.
• Bachelor’s degree in Finance, Accounting, Business Administration, or related field is preferred.
• Minimum 2 years of relevant experience ideally in a finance or accounting role.
• Proficiency with the Microsoft Office Suite, advanced skills in SharePoint, Excel and PowerPoint are preferred.
• Experience with Workday financial management system is a plus.

Qualifications

• Strong analytical and numerical aptitude with meticulous attention to detail and accuracy.
• Demonstrated understanding of basic accounting, budgeting, and financial reporting principles.
• Ability to effectively manage multiple tasks and prioritize workload.
• Excellent time management skills and ability to meet deadlines.
• Discretion and ability to handle sensitive information with confidentiality.
• Collaborative attitude and ability to work effectively in a team environment.

Skills

• Microsoft Office Suite proficiency (Word, Excel, PowerPoint, Outlook).
• Advanced skills in SharePoint, Excel, and PowerPoint.
• Experience with Workday financial management system.

Benefits

UL Research Institutes offers comprehensive medical, dental, vision, and life insurance plans and a generous 401k matching structure of up to 5% of eligible pay. Additionally, employees receive an extra 4% contribution to their retirement savings fund after their first year of continuous employment. Flexible working arrangements may be discussed with managers.

Pay

Compensation details are not specified in this posting.

Schedule

Details about the schedule are not specified in this posting.