Executive Fire Administration Jobs (NOW HIRING)

Job Description

We have an exciting opportunity for an Executive Assistant at UL Research Institutes, based in our Columbia, MD office.

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. The Executive Assistant 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:

At UL Research Institutes (ULRI), we expand the boundaries of safety science to create a more secure and sustainable world. For more than a century, we have studied the unintended consequences of innovation, designed solutions to mitigate risk, and shared our findings with academia, scientists, manufacturers, and policymakers across industries. We identify critical safety and sustainability issues, asking tough questions because we believe a safer world begins with knowledge.

Build a safer, more secure, and sustainable future with us. Join us and work with our Fire Safety teams who conduct the research required to produce that knowledge and put into practice.

Fire Safety Research Institute (FSRI)

UL's Fire Safety Research Institute (FSRI) advances fire safety knowledge to address the world's unresolved fire safety risks and emerging dangers. As part of UL Research Institutes, we are committed to sharing our fire safety insights with everyone to advance UL's public safety mission of providing safe living and working environments for people everywhere. Through advanced fire science, rigorous research, extensive outreach, and education in collaboration with our international network of partners, we share with stakeholders the information, tools, and resources that enable them to make better, more fire-safe decisions that ultimately save lives and property. To learn more, visit FSRI.org.

What you'll learn and achieve:

As the Executive Assistant, you will play a key role in the rapid growth of UL as you:

• Represents the FSRI mission with professionalism while upholding absolute discretion and confidentiality.

• Supports highlevel, 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 followup 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.

What you'll experience working at UL Research Institutes: We have pursued our mission of working for a safer, more secure, and sustainable world for nearly 130 years, embedding conscientious stewardship into everything we do.

• People: Our people make us special. You'll work with a diverse team of experts respected for their independence and transparency and build a network, because our approach is collaborative. We collaborate across disciplines, organizations, and geographies to build the global scientific response that today's global challenges require.

• Interesting work: Every day is different for us here. We see what's on the horizon and use our expertise to build the foundations of a safer future. You'll have the opportunity to push the boundaries of human understanding as part of a team working to advance the public good.

• Grow and achieve: We learn, work, and grow together through targeted development, reward, and recognition programs.

• Values. Four core values guide our work: collaboration, respect, integrity, and beneficence. By living our values, we inspire the trust essential to fulfilling our mission and foster the partnerships that enable us to pursue a beneficent future in which we all can thrive.

• Total Rewards: All employees at UL Research Institutes are eligible for bonus compensation. We offer 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.

What makes you a great fit:

While no one candidate will embody every quality, 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.

• Shares an 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 needs necessitate.

• A self-starter who solves problems and works independently.

• Strong ability in establishing effective working relationships with others within and outside of the organization across all levels of responsibility.

• Well versed with collecting notes and observations during meetings and the ability to summarize those notes as needed via verbal or written communication.

• Must be extremely detailed oriented, organized, and time sensitive

Professional education and experience requirements for the role include:

• 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.

About UL Research Institutes and UL Standards & Engagement

UL Research Institutes and UL Standards & Engagement are nonprofit organizations dedicated to advancing safety science research through the discovery and application of scientific knowledge. We conduct rigorous independent research and analyze safety data, convene experts worldwide to address risks, share knowledge through safety education and public outreach initiatives, and develop standards to guide safe commercialization of evolving technologies. We foster communities of safety, from grassroots initiatives for neighborhoods to summits of world leaders. Our organization employs collaborative and scientific approaches with partners and stakeholders to drive innovation and progress toward improving safety, security, and sustainability, ultimately enhancing societal well-being.

To learn more, visit our websites UL.org and ULSE.org.

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