Executive Assistant

About the role

The Executive Assistant delivers high-level administrative support to the executive leadership of the UL Fire Safety Research Institute's executive leadership team. Working with minimal supervision, this role oversees complex calendar and travel management, coordinates meetings and events, develops detailed travel itineraries, and prepares sophisticated correspondence and briefing materials.

Responsibilities

• Represents the FSRI mission with professionalism while upholding absolute discretion and confidentiality.
• Supports high-level, sensitive projects by preparing documentation, presentations, and related materials.
• 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.
• Collections, 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.
• Aids with budget processes, including expense tracking, expense reports, and documentation management.

Requirements

The successful candidate will bring many of the following professional competencies and personal attributes: strong ability to judge the magnitude of and take or recommend the appropriate action that requires executive level attention; superior time management skills for self and others; 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.

Qualifications

• Bachelor’s degree preferred; higher secondary education plus five or more years of executive administrative experience considered.

Skills

Strong ability to judge the magnitude of and take or recommend the appropriate action that requires executive level attention. Superior time management skills for self and others. 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.

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. Moreover, we invest an additional 4% into your retirement saving fund after your first year of continuous employment. Depending on your role, you may be able to discuss flexible working arrangements with your manager. We also provide employees with paid time off, including vacation, holiday, sick, and volunteer days.

Pay

$67,319.32 - $92,564.06 per year