Executive Assistant, Scheduling & Logistics

Executive Assistant, Scheduling & Logistics

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Suffolk is a national enterprise that builds, innovates, and invests. We provide value across the entire project lifecycle through our core construction management services and complementary business lines in real estate investment, design, self‑perform construction, and technology start‑up investment (Suffolk Technologies). By integrating data, artificial intelligence, and advanced technology through our Seamless Platform, we connect design, construction, and operations to deliver smarter, more predictable results and redefine how America builds.

Suffolk – America’s Contractor – is a national company with more than $8 billion in annual revenue, 3,000 employees, and 17 offices across the country. Suffolk manages some of the most complex and transformative projects in the country, serving clients across healthcare, life sciences, education, gaming, aviation, transportation, government, mission‑critical, and commercial sectors. 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.”

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.

Competitive salaries, auto allowances and gas cards for certain roles, access to market‑leading medical, emotional and mental health benefits, dental, and vision insurance plans, virtual care options for physical therapy and primary care, generous paid time off, 401(k) 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.

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 exercise good judgement, self‑motivate in a variety of situations, and possess strong written and verbal communication, administrative, and organizational skills.

The role is primarily a scheduling position focused on calendar, meeting logistics, and travel coordination; approximately 80–90 % of the work is calendar/travel and related logistics.

• 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, Project Management staff, 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…