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Executive Assistant
1 month ago
We have an exciting opportunity for an Executive Assistant at UL Research Institutes, based in our Evanston, IL office. The Executive Assistant provides administrative support and assistance to the Executive Director, Digital Safety Research Institute (DSRI). This role will work under minimal supervision to perform advanced, diversified, and confidential administrative duties that require broad and comprehensive experience, demonstrated skill and knowledge of organizational policies and practices. The Executive Assistant will prepare varied and complex letters, memoranda correspondence, and reports. This individual will collaborate with internal and external stakeholders to organize schedules, plan meetings, and build travel itineraries. Other responsibilities include preparation and management of budgets, records, statistics, and other documents in support of operations, personnel changes, etc. This position will require a high level of tact and integrity due to the frequency of senior-level internal and external communications and regular exposure to high-level confidential data.
Underwriters Laboratories
At UL Research Institutes, we wake up every day with a common purpose: to make the world a safer, more secure and sustainable place. Science is in our DNA; we are endlessly curious and passionate about seeking and speaking the truth. We take delight in knowing that our work makes a meaningful contribution to society, and we are proud that our culture is centered on integrity, collaboration, inclusion and excellence. UL stands at the forefront of technological advancement, and we are continually challenged to find new ways to foster innovation and positive change. Satisfying? Yes. Exciting? Absolutely
What you'll learn & achieve:
As the Executive Assistant, you will play a key role in the rapid growth of UL as you:
- Establish and ensure front line representation of DSRI mission and professionalism. Exists and operates under absolute discretion and confidentiality.
- Provide a wide variety of complex administrative and staff support services.
- Assist with high-level confidential projects, which may include creating supporting documentation such as graphs and charts.
- Oversee day to day remote-staff operations.
- Assist in the preparation and control of a variety of office records, statistics and reports regarding operations, personnel, etc.
- Schedule, coordinate, and maintain calendar and travel itineraries. Make meeting and travel arrangements.
- Serve as administrative liaison within or outside the ULRI regarding administrative issues related to the organizational unit assigned.
- Assist in the budgetary process for the organizational unit.
- Lead the work of other lower-level secretaries on a reporting or project basis as needed.
- Collaborate with other assistants throughout the organization to achieve timely responses to correspondence and project completion.
- Perform other duties as directed.
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 require executive level attention.
- Excellent communication skills both written and verbal.
- 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 arise.
- A self-starter who anticipates needs, proactive problem solver and ability to work 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.
- Higher Secondary Education plus generally five or more years of related administrative assistant experience.
- Experienced in judicious decision making and operates under absolute discretion and confidentiality.
- Auditable document and IP management and control skills
- Project management experience.
- Strong experience with the preparation of publications, reports, and technical presentations, including typing and editing documents.
About UL Research Institutes
UL Research Institutes is a nonprofit organization 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 wholly owned subsidiary, UL Solutions, advances our shared public safety mission. We fund our work through grants, the licensing of standards documents and the business activities of UL Solutions, which 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.
