Executive Assistant

Job Description

We have an exciting opportunity for an Executive Assistant at UL Research Institutes and UL Standards & Engagement, based in our Evanston, IL office.

The Executive Assistant will be responsible for providing advanced administrative and operational support to the Senior Vice President & Chief Legal Officer and the Senior Vice President & Chief Human Resources Officer at UL Research Institutes and UL Standards & Engagement. This role manages complex calendars, communications, and travel, and partners with internal and external stakeholders to ensure seamless execution of executive priorities. The position requires a high degree of discretion, sound judgment, and the ability to anticipate needs, manage competing priorities, and respond in a fast-paced, confidential environment.

UL Research Institutes and UL Standards & Engagement

At UL Research Institutes (ULRI) and 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 studied the unintended consequences of innovation, designed solutions to mitigate risk, created new safety standards and shared our findings with academia, scientists, manufacturers, and policymakers across industries. We identify critical safety and sustainability issues, asking the tough questions because we believe a safer world begins with knowledge.

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 executive administrative support to two senior executives, ensuring alignment of priorities, schedules, and key deliverables.
• Manage complex calendars, including prioritization of competing demands and coordination across departments and time zones.
• Anticipate executive needs and proactively resolve scheduling, logistical, and operational challenges.
• Support preparation and review of executive-level communications and presentations.
• Coordinate domestic and international travel, including detailed itineraries and logistics.
• Track and process expense reports, requisitions and purchase orders, invoices, and support budget-related activities.
• Serve as a trusted liaison between executives and internal/external stakeholders, ensuring professional and timely communication and follow-up.
• Support confidential projects, exercising sound judgment and discretion.
• Plan and execute meetings, including agenda development, materials preparation, and documentation of key outcomes.
• Maintain organized records and documentation to support operational and other activities.
• Support logistics for leadership and learning and development programs, as needed.
• Act as a front-line representative of executive leadership with professionalism and discretion.
• Support other team members, department and cross-functional tasks and activities as required.

What you’ll experience working at UL Research Institutes and 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 Research Institutes 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:

• Positive interpersonal and relationship skills to ensure collaboration with colleagues across functions and levels.
• Strong judgment in prioritization, escalation, and decision-making support.
• Exceptional organizational and time management skills in a fast-paced environment.
• Demonstrated initiative, adaptability, and problem-solving capability.
• Ability to manage multiple priorities, projects, and deadlines with minimal supervision.
• Strong interpersonal skills with the ability to influence and build relationships at all levels.
• Advanced written and verbal communication skills, including synthesizing complex information.
• Highly detail-oriented, responsive, and resourceful.
• Ability to maintain the highest level of confidentiality, professionalism, and integrity.

Professional education and experience requirements for the role include:

• High school diploma or equivalent required; bachelor’s degree preferred,
• Minimum 8 years of administrative support experience.
• Experience with Microsoft 365 and MS Outlook is required. Proficiency with Excel, PowerPoint and experience with Workday are desirable.
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Experience supporting senior leaders in a dynamic, fast-paced environment.

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.

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

Salary Range:

Pay Type: