Executive Assistant & Office Operations Coordinator

UL Solutions is seeking an Executive Assistant & Office Operations Coordinator. Reporting to the Vice President, Public Affairs, this role provides executive administrative support, office operations coordination, and logistical support for the Public Affairs function. This role serves as a critical operational partner, ensuring effective management of executive schedules, expense reporting, office administration, meeting coordination, and departmental activities.The ideal candidate is highly organized, detail-oriented, proactive, and enjoys managing the administrative aspects of a business. This individual should be comfortable working independently, exercising sound judgment, and identifying opportunities to improve processes and operations. While prior Public Affairs experience is not required, successful candidates will demonstrate strong coordination skills, exceptional attention to detail, and the ability to build trusted relationships across all levels of the organization.

This is a full-time, hybrid (3 days in-office) position based in Washington, D.C.

Responsibilities

Executive Support

• Manage complex executive calendars, scheduling, and meeting logistics.
• Coordinate domestic and international travel arrangements.
• Prepare and submit expense reports in a timely and accurate manner.
• Support prioritization of executive commitments and competing requests.
• Prepare presentation materials, reports, and supporting documentation for meetings and leadership engagements.

Office Operations

• Serve as the primary liaison with building management for office-related issues and requests.
• Coordinate office operations and ensure the effective functioning of workplace resources and services.
• Triage office and facility-related matters, including IT, security system coordination and general workplace support.
• Support onsite activities and office-based business needs.

Department Coordination

• Coordinate meetings, events, and team activities, including logistics, communications, and materials preparation.
• Assist with preparation of confidential materials for executive leadership, operating reviews, board-related activities, and organizational meetings.
• Support administrative activities across the Public Affairs team.
• Maintain records, documentation, and departmental processes with a high degree of accuracy and attention to detail.
• Assist with special projects and coordination initiatives as assigned.

Stakeholder Engagement

• Serve as an administrative liaison with internal and external stakeholders.
• Build effective internal working relationships across peers and functions, including Legal, Corporate Communications, Commercial Excellence, Segments, and Business Operations & Innovation, among others.
• Demonstrate professionalism, discretion, and sound judgment when handling confidential information.

Qualifications

• 5+ years of experience in Executive Assistant, Senior Administrative Assistant, Office Manager, or related administrative support roles.
• Demonstrated experience supporting senior leaders or executives.
• Strong organizational and time-management skills with exceptional attention to detail.
• Proven ability to manage multiple priorities and deadlines simultaneously.
• Experience with calendar management, meeting coordination, and expense reporting.
• Strong written and verbal communication skills.
• Advanced proficiency with Microsoft Office 365, including Outlook, Word, PowerPoint, Excel, and Teams.
• Ability to work independently and take initiative.

• Experience handling confidential and sensitive information with discretion.

  Preferred

• Experience supporting a corporate function such as Communications, Public Affairs, Government Affairs, Legal, HR, or Executive Leadership.
• Office management or workplace operations experience.
• Experience coordinating special projects, events, or department initiatives.
• Bachelor's degree or equivalent combination of education and experience.

Total Rewards: We understand compensation is an important factor as you consider the next step in your career. The estimated salary range for this position is $65,700 - $85,000 and is based on multiple factors, including job-related knowledge/skills, experience, geographical location, as well as other factors. This position is eligible for annual bonus compensation with a target payout of 5% of the base salary. This position also provides health benefits such as medical, dental and vision; wellness benefits such as mental and financial health; and retirement savings (401K) commensurate with the standard rewards offered in each individual location or country. We also provide full-time employees with paid time off including vacation (15 days), holiday and personal days (totaling 12 days), and sick time off (72 hours). 

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About the company

A global leader in applied safety science, UL Solutions (NYSE: ULS) transforms safety, security and sustainability challenges into opportunities for customers in more than 110 countries. UL Solutions delivers testing, inspection and certification services, together with software products and advisory offerings, that support our customers’ product innovation and business growth. The UL Mark serves as a recognized symbol of trust in our customers’ products and reflects an unwavering commitment to advancing our safety mission. We help our customers innovate, launch new products and services, navigate global markets and complex supply chains, and grow sustainably and responsibly into the future. Our science is your advantage.