EA Development

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.

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.

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.

Benefits and Work Environment

We collaborate across disciplines, organizations, and geographies to build the global scientific response.

Work with a diverse team of experts and a collaborative culture.

Opportunity to push the boundaries of human understanding as part of a team advancing the public good.

Targeted development, reward, and recognition programs for growth and achievement.

Core values of collaboration, respect, integrity, and beneficence guide our work.

Comprehensive medical, dental, vision, and life insurance plans; 401(k) matching up to 5% of eligible pay; an additional 4% to retirement fund after first year; paid time off including vacation, holiday, sick, and volunteer days.

Qualifications

Strong ability to judge magnitude and recommend appropriate executive‑level action.

Superior time‑management skills for self and others.

Enthusiasm for ongoing learning and new work opportunities.

Ability to manage multiple projects, timelines, and conflicting demands concurrently.

Provides complex administrative and staff support at executive level and others as needed.

Self‑starter who solves problems and works independently.

Establishes effective working relationships with others within and outside the organization across all levels.

Well‑versed in collecting notes and observations during meetings and summarizing them as needed verbally or in writing.

Extremely detail‑oriented, organized, and time‑sensitive.

Professional Education And Experience Requirements

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.

Salary Range
$67,319.32 - $92,564.06

Pay Type
Hourly

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