Administrative Assistant

UL Research Institutes; New York (NY); On-site; USD 46,000 - 63,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

401k matching

Flexible schedule

Paid time off

Job summary

UL Research Institutes in Columbia, Maryland is seeking an Administrative Assistant to provide administrative and financial support for FSRI’s finance and research support activities. You will process expenses, manage purchasing, organize financial records, assist with invoices, and prepare budget-related documentation.

Join UL Research Institutes and FSRI to support budgeting, cost estimates, contracts, and financial reporting while ensuring compliance and timely delivery across teams.

Qualifications

• Higher Secondary Education or equivalent; Bachelor’s preferred.
• Minimum 2 years of relevant finance or accounting experience.
• Proficiency with Microsoft Office, SharePoint, Excel and PowerPoint preferred.
• Experience with Workday is a plus.

Responsibilities

• Provide administrative and financial support for FSRI research, communication, education and leadership teams.
• Process and reconcile expense reports, reimbursements, and purchasing (POs and capital requests).
• Prepare financial documents, summaries, reports, and presentations.
• Organize and maintain financial files and liaise with legal on contracts.
• Monitor expenditures against budgets and prepare variance reports for leadership.
• Assist with cost estimates, financial summaries, and contract renewal documentation.
• Maintain accurate financial files and documentation.
• Support budgeting with data, charts, graphs, and supporting materials.
• Perform other duties as directed.

Skills

Analytical thinking

Numerical accuracy

Multitasking

Communication

Time management

Attention to detail

Confidentiality

Team collaboration

Education

Bachelor’s degree in Finance/Accounting/Business

High School Diploma

Tools

Microsoft Office Suite

Excel

PowerPoint

Word

SharePoint

Workday

Job description

Job Description

We have an exciting opportunity for an Administrative Assistant at UL Research Institutes, based in our Columbia, Maryland office.

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.

UL Research Institutes:

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.

Fire Safety Research Institute (FSRI)

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.

What you’ll learn and achieve:

As the Administrative Assistant, you will play a key role in the rapid growth of UL as you:

• 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.

What you’ll experience working at UL Research Institutes:

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:

• 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.

Professional education and experience requirements for the role include:

• Higher Secondary Education (High School Diploma) or equivalent. Bachelor’s degree in Finance, Accounting, Business Administration, or related field is preferred.

• 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.

• Experience with Workday financial management system is a plus.

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 websitesUL.org and ULSE.org.

Salary Range:

$45,980.00-$63,222.50

Pay Type:

Hourly