Administrative Assistant - Fire Safety Research Institute

Lucas James Talent Partners • Columbia, MD

4d • Onsite

About The Position

The Administrative Assistant provides administrative and financial support to ensure efficient operation of FSRI’s finance and research support activities. The Administrative Assistant handles a variety of tasks, including processing expenses, purchasing activities, organizing financial records, assisting with invoice and supplier tasks, and preparing budget-related documentation.

At UL Research Institutes (ULRI), 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 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.

Build a safer, more secure, and sustainable future with us. Join us and work with our Fire Safety teams who conduct the research required to produce that knowledge and put into practice.

UL’s Fire Safety Research Institute (FSRI) advances fire safety knowledge to address the world’s unresolved fire safety risks and emerging dangers. As part of UL Research Institutes, we are committed to sharing our fire safety insights with everyone to advance UL’s public safety mission of providing safe living and working environments for people everywhere. Through advanced fire science, rigorous research, extensive outreach, and education in collaboration with our international network of partners, we share with stakeholders the information, tools, and resources that enable them to make better, more fire-safe decisions that ultimately save lives and property. To learn more, visit FSRI.org.

Requirements

• Strong analytical and numerical aptitude with meticulous attention to detail and accuracy
• Demonstrated understanding of basic accounting, budgeting, and financial reporting principles.
• Ability to effectively manage multiple tasks and prioritize workload.
• Strong verbal and written communication skills.
• Excellent time management skills and ability to meet deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Discretion and ability to handle sensitive information with confidentiality.
• Collaborative attitude and ability to work effectively in a team environment.
• Higher Secondary Education (High School Diploma) or equivalent.
• Minimum 2 years of relevant experience ideally in a finance or accounting role.
• Proficiency with the Microsoft Office Suite, advanced skills in SharePoint, Excel and PowerPoint are preferred.

Nice To Haves

• Bachelor’s degree in Finance, Accounting, Business Administration, or related field is preferred.
• Experience with Workday financial management system is a plus.

Responsibilities

• Provide a wide range of administrative and financial support for FSRI research, communication, education and leadership teams.
• Process and reconcile expense reports and reimbursements and purchasing activities including purchase orders and capital requests.
• Assist in preparing financial documents, summaries, reports, and presentations.
• Organize and maintain financial files—including invoices, purchase orders, contracts, and budget documents—and liaise with the legal team to ensure contract terms are acceptable.
• Monitor expenditures against approved budgets and prepare regular variance reports for leadership.
• Assist with project cost estimates, financial summaries, and contract renewal documentation as directed.
• Maintain accurate and complete financial files and documentation.
• Support budgeting process by preparing data, charts, graphs, and supporting materials.
• Perform other duties as directed.

Benefits

• bonus compensation
• comprehensive medical, dental, vision, and life insurance plans
• 401k matching structure of up to 5% of eligible pay
• additional 4% into your retirement saving fund after your first year of continuous employment
• paid time off, including vacation, holiday, sick, and volunteer days

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED