Executive Assistant

We have an exciting opportunity for an Executive Assistant at UL Standards & Engagement based in our Washington, DC office.

The Executive Assistant will contribute to the success of our organization providing essential administrative support to members of the executive leadership team and ensure day-to-day operations of the DC office, to advance the mission of UL Standards & Engagement (ULSE) to make the world safer, more secure, and sustainable. Operating under a high degree of professionalism and confidentiality the Executive Assistant will manage a range of advanced and diversified administrative duties and serve as the administrative liaison ensuring seamless coordination between leadership, stakeholders and internal teams.

UL Standards & Engagement:

At UL Standards & Engagement (ULSE), we expand the boundaries of safety science to create a more secure and sustainable world. For more than a century, we have created new safety standards 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 Standards teams who develop the standards required to put that knowledge into practice.

What you'll learn and achieve:

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

• Provide administrative support to members of executive leadership team. Support day to day operational tasks, ad hoc projects and represent leadership in various communications and activities.

• Serve a primary point of contact, facilitating communication and managing information flow between leadership, internal teams and external stakeholders.

• Manage executive calendars, ensuring efficient scheduling of in-person and virtual meetings, appointments, events and travel, prioritizing competing demands. Adjust schedules as necessary to accommodate changing priorities.

• Arrange domestic and international travel, build itineraries, including flights, hotel accommodations, ground transportation for executives and other team members as needed.

• Track, manage, and process expenses and other documents in support of operations. Keep accurate records of expenditures and ensure timely reimbursement.

• Greet and welcome guests and visitors with a warm professional demeanor, ensure positive experience and maintain friendly office atmosphere.

• Ensure clean, organized, and functional office environment. Maintain office supplies, equipment, and office inventory. Coordinate with building management to address facility related matters, including maintenance, security, and access control, ensure timely resolution.

• Coordinate logistics and support planning of meetings, conferences, workshops, and special events. Collaborate with internal and external stakeholders to organize schedules, venue arrangements, catering, technology setup other activities to ensure event success.

• Support project execution deliverables, including preparation of meeting materials, compiling agendas, collecting and summarizing notes.

• Assist in procurement and contracting process, managing invoicing and providing vendor management support. Facilitate effective communication with vendors to ensure timely resolution of inquiries.

• Maintain efficient filing system for both physical and digital documents, ensure confidentiality and accessibility.

• Proactively anticipate the needs of leadership team and offer solutions to streamline processes.

• Collaborate with other assistants throughout the organization to support timely responses to correspondence and project completion.

• Perform other duties as directed.

What you'll experience working at UL Standards & Engagement: 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 Standards & Engagement 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:

• Demonstrated proficiency in executive-level administrative support. Strong technical aptitude in office software, with high degree of learning agility, and ability to manage tasks independently.

• Excellent organizational and time management skills, with strong attention to detail and accuracy in all aspects of work.

• Effective in managing multiple activities and timelines amidst conflicting demands, with strong ability assess tasks and recommend appropriate actions.

• Self-starter with service mindset, adept at anticipating needs.

• Proactive, friendly approach to problem solving and ability to address tasks effectively.

• Excellent interpersonal skills with ability to establish relationships and collaborate with diverse stakeholders, both internal and external.

• Exceptional written and verbal communication skills.

• High level of integrity and ability to handle confidential information.

• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint) and other office management software.

Professional education and experience requirements for the role include:

• High school diploma or equivalent.

• Minimum 3 years related experience.

• Familiarity with Workday and Salesforce a plus.

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.

Our affiliate, UL Solutions, stands alongside us in working for a safer and more sustainable world. UL Solutions conducts testing, verification and certification, and provides training and advisory services, along with data-driven reporting and decision-making tools, for customers around the world.

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