Executive Assistant

About the role

Lucas James Talent Partners is recruiting on behalf of UL Research Institutes for an Executive Assistant based in Rockville, Maryland. This role provides administrative support and assistance to the Vice President of Research and the Electrochemical Safety team. Working with minimal supervision, the Executive Assistant oversees complex calendar and travel management, coordinates meetings and events, develops detailed travel itineraries, and prepares sophisticated correspondence and briefing materials. The role also contributes to the development and administration of budgets, records, data, and other documents essential to operational and personnel-related processes. As a trusted administrative partner to executive leadership, this individual consistently demonstrates exceptional tact, integrity, and discretion.

UL Research Institutes (ULRI) expands the boundaries of safety science to create a more secure and sustainable world. For over a century, ULRI has studied the unintended consequences of innovation, designed solutions to mitigate risk, and shared findings with academia, scientists, manufacturers, and policymakers. The Electrochemical Safety Research Institute (ESRI) investigates the safety and performance limits of energy technologies, conducting discovery-driven research to innovate, test, and model electrochemical energy storage for safety and reliability.

Responsibilities

• Represents the Electrochemical Safety’s mission with professionalism while upholding absolute discretion and confidentiality.
• Supports high-level, sensitive projects by preparing documentation, presentations, and related materials.
• Prepares, organizes, and maintains office records, statistics, and reports related to operations and personnel.
• Manages complex calendar and travel needs, including scheduling, coordinating, and adjusting meetings and itineraries.
• Serves as an administrative liaison across internal and external stakeholders on organizational matters.
• Drafts and prepares complex correspondence, memoranda, presentations, and briefing materials for leadership.
• Collects, synthesizes, and distributes meeting notes and follow-up actions to relevant stakeholders.
• Develops supporting materials such as charts, graphs, and data summaries for executive projects.
• Assists with budget processes, including expense tracking, expense reports, and documentation management.
• Performs other duties as directed.

Qualifications

• Bachelor’s degree preferred; higher secondary education plus five or more years of executive administrative experience considered.
• Demonstrated experience supporting C-suite or senior executive leadership under conditions of absolute discretion and confidentiality.
• Strong experience preparing publications, reports, and technical presentations, including complex document editing and formatting.
• Proficiency with Microsoft Office Suite; advanced experience with SharePoint and collaboration platforms preferred.

Skills

• Strong ability to judge the magnitude of and take or recommend appropriate action requiring executive-level attention.
• Superior time management skills for self and others.
• Enthusiasm for ongoing learning and taking on new work opportunities.
• Ability to concurrently manage multiple projects, timelines, and conflicting demands.
• Provides a wide variety of complex administrative and staff support at the executive level and others as needed.
• A self-starter who solves problems and works independently.
• Strong ability to establish effective working relationships within and outside the organization across all levels of responsibility.
• Well-versed in collecting and summarizing meeting notes and observations via verbal or written communication.
• Extremely detail-oriented, organized, and time-sensitive.

Benefits

• All employees are eligible for bonus compensation.
• Comprehensive medical, dental, vision, and life insurance plans.
• Generous 401k matching structure of up to 5% of eligible pay, with an additional 4% contributed into your retirement savings fund after the first year of continuous employment.
• Paid time off, including vacation, holiday, sick, and volunteer days.
• Potential for flexible working arrangements, depending on the role.

About the organization

UL Research Institutes and UL Standards & Engagement are nonprofit organizations dedicated to advancing safety science research through the discovery and application of scientific knowledge. They conduct rigorous independent research, analyze safety data, convene global experts to address risks, share knowledge through safety education and public outreach, and develop standards to guide the safe commercialization of evolving technologies. The organizations foster communities of safety and employ collaborative, scientific approaches with partners and stakeholders to drive innovation and progress toward improving safety, security, and sustainability.