Suffolk Construction
Executive Assistant, Scheduling & Logistics
Suffolk Construction, Boston, Massachusetts, us, 02298
Overview
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 candidate will have 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, handle confidential matters with discretion, and adapt to changes. 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 the Executive’s complex, dynamic calendar; coordinate appointments, events, and meetings across time zones and with internal/external stakeholders. Schedule travel arrangements and manage logistics (flights, hotels, ground transportation, changes, and contingency plans). Coordinate and attend management meetings; distribute agendas, compile papers, take minutes, and manage documents. 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, Project Management, staff in other departments, subcontractors, and clients. Perform duties of a highly confidential nature. Own end-to-end meeting logistics: hold scheduling pre-briefs, confirm attendees/locations/links, ensure rooms/AV/virtual details are accurate, and circulate final calendar holds and materials. Coordinate 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, spreadsheets, databases, email and internet search engines Basic Math and standard English grammar and usage Construction experience helpful, but not necessary; departmental experience preferred Technology experience helpful, but not necessary Ability to work independently with minimum supervision, use independent judgment and leadership techniques Tactful and discreet; able to work effectively as part of a team while maintaining confidentiality Demonstrated expertise managing senior-level calendars and high-volume scheduling with complex constraints (multiple time zones, frequent changes, 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, talk or hear, and use a keyboard, telephone, or writing. The employee may stand, walk, and reach with arms and hands. Specific vision abilities include close vision, distance vision, depth perception, and the ability to adjust focus. The role is primarily in an office environment with a quiet to moderate noise level, with possible on-site visits as needed. 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 status, 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 or harassment toward applicants or employees by anyone at Suffolk, or anyone working on behalf of Suffolk.
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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 candidate will have 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, handle confidential matters with discretion, and adapt to changes. 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 the Executive’s complex, dynamic calendar; coordinate appointments, events, and meetings across time zones and with internal/external stakeholders. Schedule travel arrangements and manage logistics (flights, hotels, ground transportation, changes, and contingency plans). Coordinate and attend management meetings; distribute agendas, compile papers, take minutes, and manage documents. 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, Project Management, staff in other departments, subcontractors, and clients. Perform duties of a highly confidential nature. Own end-to-end meeting logistics: hold scheduling pre-briefs, confirm attendees/locations/links, ensure rooms/AV/virtual details are accurate, and circulate final calendar holds and materials. Coordinate 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, spreadsheets, databases, email and internet search engines Basic Math and standard English grammar and usage Construction experience helpful, but not necessary; departmental experience preferred Technology experience helpful, but not necessary Ability to work independently with minimum supervision, use independent judgment and leadership techniques Tactful and discreet; able to work effectively as part of a team while maintaining confidentiality Demonstrated expertise managing senior-level calendars and high-volume scheduling with complex constraints (multiple time zones, frequent changes, 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, talk or hear, and use a keyboard, telephone, or writing. The employee may stand, walk, and reach with arms and hands. Specific vision abilities include close vision, distance vision, depth perception, and the ability to adjust focus. The role is primarily in an office environment with a quiet to moderate noise level, with possible on-site visits as needed. 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 status, 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 or harassment toward applicants or employees by anyone at Suffolk, or anyone working on behalf of Suffolk.
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