Executive Assistant, Scheduling & Logistics
21 days ago
Boston
About Suffolk Suffolk is a national enterprise that builds, innovates and invests. Suffolk is an end-to-end business that provides value throughout the entire project lifecycle by leveraging its core construction management services with vertical service lines that include real estate capital investment, design, self-perform construction services, technology start-up investment (Suffolk Technologies) and innovation research/development. Suffolk – America’s Contractor – is a national company with more than $5.0 billion in annual revenue, 2,600 employees, and main offices in Boston (headquarters), New York City, Miami, West Palm Beach, Tampa, Estero, Dallas, Los Angeles, San Francisco, and San Diego. Suffolk manages some of the most complex, sophisticated projects in the country, serving clients in every major industry sector, including healthcare, life sciences, education, gaming, transportation/aviation, government, mission critical and commercial. Suffolk is privately held and is led by founder, chairman and CEO John Fish. Suffolk is ranked #8 on ENR’s list of “Top CM-at-Risk Contractors.” For more information, visit and follow Suffolk on Facebook, Twitter, LinkedIn, YouTube, and Instagram. At Suffolk, we believe that our total rewards program should offer you and your family the support you need when it matters most. That’s why we have created a program that provides employees with access to a wide variety of options that can be personalized to support you and your loved ones physically, emotionally, and financially. Benefits include, competitive salaries, auto allowances and gas cards for certain roles, access to market leading medical and emotional and mental health benefits, dental, and vision insurance plans, virtual care options for physical therapy and primary care, generous paid time off, 401k plan with employer match and access to expert financial resources, company paid and voluntary life insurance, tax deferred savings accounts, 10 backup daycare days each year, short- and long-term disability, commuter benefits and more. For more information, click here. The Role We’re seeking an Executive Assistant, Scheduling & Logistics to support a C-Suite Executive in our Boston office. This individual must be highly resourceful and enjoy working within an entrepreneurial environment that is mission and results driven and community oriented. The ideal individual will have the ability to exercise good judgement and self-motivate in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to prioritize and balance multiple projects and tasks. The Executive Assistant, Scheduling & Logistics must be able to work under pressure, at times, to handle a variety of regional and corporate activities, be adaptive to changes, and confidential matters with discretion. This is a true scheduling role focused on calendar, meeting logistics, and travel coordination; approximately 80–90% of the work is calendar/travel and related logistics. This role partners closely with the Executive Assistant team and Chief of Staff for priorities and context, while maintaining ownership of the scheduling workflow. Responsibilities • Maintain Executive’s complex, dynamic calendar; coordinate appointments, events, and meetings across time zones and with internal/external stakeholders., • Schedule Executive travel arrangements and manage logistics (flights, hotels, ground, changes, and contingency plans)., • Coordinate and attend management meetings; responsible for distribution of agendas, compiling of papers, minutes, and document management., • Communicate effectively with others individually as well as in small and large groups., • Organize and plan work to meet deadlines., • Establish and maintain working relationships with Executives, Department Heads and Project Management, staff in other departments, and subcontractors & clients., • Perform duties of a highly confidential nature., • Own end-to-end meeting logistics: hold scheduling pre-briefs as needed, confirm attendees/locations/links, ensure rooms/AV/virtual details are accurate, and circulate final calendar holds and materials., • Coordinate closely with security, facilities, reception, and events for on-site visits, board-adjacent meetings, and VIP guest logistics., • Process and reconcile travel/expense items timely; track travel changes and communicate impacts to stakeholders., • Provide same-day adjustments and rapid re-plans when priorities shift; document decisions and communicate updates to impacted parties., • Support recurring executive rhythms (weekly, monthly, quarterly cadences), including locking dates in advance and managing blackout periods., • Collaborate with the Executive Assistant team and Chief of Staff on briefing needs and meeting objectives; this role is not responsible for drafting executive correspondence or strategic deliverables. Qualifications • Bachelor’s degree and 4 years related experience or 6 to 10 years related experience, • Knowledge of principles and practices of business and managing personnel, • Basic research methods and techniques, • Computer applications used in general office settings, including word processing, spreadsheet, database management, email and internet search engines, • Basic Math and standard English grammar and usage, • Good written communication, • Construction experience helpful, but not necessary and/or required departmental experience necessary, • Technology experience helpful, but not necessary, • Must be able to work independently with minimum supervision, use independent judgment and leadership techniques, • Must be tactful and use discretion, • Able to work effectively as part of a team and productively maintain confidentiality of information, • Demonstrated expertise managing senior-level calendars and high-volume scheduling with complex constraints (multiple time zones, frequent changes, and confidential engagements)., • Proficiency with Microsoft Outlook/Teams/Excel and travel/expense tools (e.g., Concur or equivalent)., • Candidate must possess Suffolk’s Core Values: Passion, Integrity, Hard Work, Professionalism, and Caring Working Conditions While performing the duties of this job, the employee is regularly required to sit for long periods of time; talk or hear; perform fine motor, hand and finger skills in the use of a keyboard, telephone, or writing. The employee is frequently required to stand; walk; and reach with arms and/or hands. Specific vision abilities include close vision, distance vision, depth perception and the ability to adjust focus. The employee will spend their time in an office environment with a quiet to moderate noise level. Job site walking. EEO Statement Suffolk provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, pregnancy or maternity, national origin, citizenship, genetic information, disability, protected veteran, gender identity, age or any other status protected by law. This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment. Suffolk will not tolerate any unlawful discrimination toward, or harassment of, applicants or employees by anyone at Suffolk, or anyone working on behalf of Suffolk.
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