Executive Assistant

Underwriters Laboratories is seeking an Executive Assistant to support the Chief Financial Officer. This role will work under minimal supervision to perform diversified and confidential administrative duties requiring broad experience and demonstrated skill and knowledge of organizational policies and practices. The Executive Assistant will prepare complex letters, presentations, 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 operational success. 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 confidential data. 

At Underwriters Laboratories, 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. Underwriters Laboratories 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! 

• Provides administrative support and assistance to the Chief Financial Officer, and other team members as required.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, presentations, and other documents for executives and staff.
• Organizes and locates documents stored electronically and in paper files.
• Drafts, formats, and proofreads materials for spelling, grammar, layout, and typographical errors.
• Schedules, coordinates, and maintains calendar and travel itineraries. Anticipates travel needs, monitors, and adjusts meeting and travel arrangements.
• Prepares expense reports and manages and tracks expenses through the reimbursement process.
• Establishes and ensures front line representation of Underwriters Laboratories mission and professionalism.
• Assists with confidential projects and research.
• Assists in the preparation and control of a variety of office records, statistics and reports regarding operations, human resources, and other functional needs.
• Serves as administrative liaison within or outside the company regarding administrative issues related to the organization.
• Assists in the budgetary process for the executives.
• Diligently understands and follows the Underwriters Laboratories Code of Conduct and follows all physical and digital security practices.
• Performs other duties as directed.

Professional education and experience requirements, and preferred qualities for the role include:

• Secondary Education plus, five or more years of related administrative assistant experience.
• Experienced in decision making and operating under absolute discretion and confidentiality.
• Ability to judge which topics require 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.
• Auditable document and IP management and control skills.
• A self-starter who solves problems and works independently.
• Organized and detail oriented.
• Project management experience.
• Proficient in Microsoft Office suite.
• Strong experience with the preparation of publications, reports, and technical presentations, including typing and editing documents.
• 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.

UL has COVID-19 protocols and policies in place to ensure the safety of our employees, customers and clients. Effective November 1, 2021, the company mandates that employees are vaccinated against COVID-19 as a condition of employment (except where prohibited by law), subject to reasonable accommodation as required by law. 

• Mission: For Underwriters Laboratories, corporate and social responsibility isn’t new. Making the world a safer, more secure and sustainable place has been our business model for the last 127 years and is deeply engrained in everything we do.
• People: Ask any Underwriters Laboratories employee what they love most about working here, and you’ll almost always hear, “the people.” Going beyond what is possible is the standard at Underwriters Laboratories. We’re able to deliver the best because we employ the best.
• Interesting work: Every day is different for us here as we eagerly anticipate the next innovation that our customers’ create. We’re inspired to take on the challenge that will transform how people live, work and play. And as a global company, in many roles, you will get international experience working with colleagues around the world.
• Grow & achieve: We learn, work and grow together with targeted development, reward and recognition programs as well as our very own UL University that offers extensive training programs for employees at all stages, including a technical training track for applicable roles.
• Total Rewards: All employees at Underwriters Laboratories are eligible for bonus compensation. Underwriters Laboratories offers a generous 401k matching structure of up to 5% of eligible pay. Additionally, we invest an additional 4% into your retirement saving fund after your first year of continuous employment. We provide Healthcare Reimbursement Accounts and Health Savings Accounts that Underwriters Laboratories contributes to twice per year! Depending on your role, you can work with your manager on flexible working arrangements. We also provide employees with paid time off including vacation, holiday, sick and volunteer time off.

Underwriters Laboratories Inc. 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 Inc., advances our shared public safety mission. We fund our work through grants, the licensing of standards documents and the business activities of UL Inc., 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 UL.org.