Executive Assistant, Scheduling & Logistics

Overview

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 www.suffolk.com 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 peri