Executive Assistant - Fire Safety Research Institute

Lucas James Talent Partners • Columbia, MD

2d • Onsite

About The Position

The Executive Assistant delivers high-level administrative support to the executive leadership of the UL Fire Safety Research Institute’s executive leadership team. Working with minimal supervision, this role oversees complex calendar and travel management, coordinates meetings and events, develops detailed travel itineraries, and prepares sophisticated correspondence and briefing materials. The Executive Assistant also contributes to the development and administration of budgets, records, data, and other documents essential to operational and personnel-related processes. As a trusted administrative partner to executive leadership, this individual consistently demonstrates exceptional tact, integrity, and discretion.

Requirements

• Bachelor’s degree preferred; higher secondary education plus five or more years of executive administrative experience considered.
• Demonstrated experience supporting C-suite or senior executive leadership under conditions of absolute discretion and confidentiality.
• Strong experience preparing publications, reports, and technical presentations, including complex document editing and formatting.
• Proficiency with Microsoft Office Suite; advanced experience with SharePoint and collaboration platforms preferred.
• Strong ability to judge the magnitude of and take or recommend the appropriate action that require executive level attention.
• Superior time management skills for self and others.
• 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 necessitate.
• A self-starter who solves problems and works 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

Nice To Haves

• Shares an enthusiasm for ongoing learning and taking on new work opportunities.

Responsibilities

• Represents the FSRI mission with professionalism while upholding absolute discretion and confidentiality.
• Supports high‑level, sensitive projects by preparing documentation, presentations, and related materials.
• Prepares, organizes, and maintains office records, statistics, and reports related to operations and personnel.
• Manages complex calendar and travel needs, including scheduling, coordinating, and adjusting meetings and itineraries.
• Serves as an administrative liaison across internal and external stakeholders on organizational matters.
• Drafts and prepares complex correspondence, memoranda, presentations, and briefing materials for leadership.
• Collects, synthesizes, and distributes meeting notes and follow‑up actions to relevant stakeholders.
• Develops supporting materials such as charts, graphs, and data summaries for executive projects.
• Assists with budget processes, including expense tracking, expense reports, and documentation management.
• Performs 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: Executive
• Education Level: Associate degree