Executive Assistant Jobs

We have an exciting opportunity for a Executive Assistant at UL Research Institutes, based in our Skokie, IL office.

The Executive Assistant provides administrative support and assistance to the Executive Director, Materials Discovery Research Institute (MDRI). 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 (UL), 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!

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 MDRI mission and professionalism. Exists and operates under absolute discretion and confidentiality.
• Perform other duties as directed.
• Assist in the budgetary process for the organizational unit.
• 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.
• 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.
• 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.
• Oversee day to day office operations.
• Serve as administrative liaison within or outside the company regarding administrative issues related to the organizational unit assigned.

While no one candidate will embody every quality, the successful candidate will bring many of the following professional competencies and personal attributes

• Shares an enthusiasm for ongoing learning and taking on new work opportunities.
• Ability to concurrently manage multiple projects, timelines, and conflicting demands
• Must be extremely detailed oriented, organized, and time sensitive
• A self-starter who anticipates needs, proactive problem solver and ability to work independently.
• Excellent communication skills both written and verbal.
• Superior time management skills for self and others.
• Strong ability in establishing effective working relationships with others within and outside of the organization across all levels of responsibility.
• Strong ability to judge the magnitude of and take or recommend the appropriate action that require executive level attention.
• Provides a wide variety of complex administrative and staff support at the executive level and others as needs arise.
• Well versed with collecting notes and observations during meetings and the ability to summarize those notes as needed via verbal or written communication.

Professional education and experience requirements for the role include

• Higher Secondary Education plus generally five or more years of related administrative assistant experience.
• Strong experience with the preparation of publications, reports, and technical presentations, including typing and editing documents.
• Experienced in judicious decision making and operates under absolute discretion and confidentiality.
• Auditable document and IP management and control skills
• Project management experience.

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.

• 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.
• Total Rewards All employees at UL Research Institutes and UL Standards & Engagementare eligible for bonus compensation. We offer comprehensive medical, dental, vision, and life insurance plans. 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. 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.
• 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.
• People Ask any UL 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 UL. We’re able to deliver the best because we employ the best.
• Mission For UL, 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 128 years and is deeply ingrained in everything we do.

UL Research Institutes 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 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 and ULSE.org.