Executive Assistant

Executive Assistant

Suffolk Technologies is seeking an experienced, highly organized Executive Assistant to join a rapidly growing, fast-paced team. This individual will play a critical role in supporting the day-to-day administrative and coordination needs of two Partners within Suffolk Technologies, while providing additional support to Suffolk Global on an as-needed basis. This role is ideal for a proactive, polished professional who thrives in a dynamic environment, anticipates needs, and takes pride in keeping senior leaders organized and operating efficiently.

The Executive Assistant will manage complex calendars, coordinate meetings and travel, support events and offsites, prepare executive-level materials, and help maintain organization across the broader team. This position is based in our Boston office four days per week, with one optional remote day. Standard hours are approximately 7:30/8:00 a.m. – 4:30/5:00 p.m., with flexibility for occasional earlier starts, evening meetings, or events based on business needs.

Key Responsibilities:

Executive & Administrative Support

• Provide high-level administrative support to two Partners within Suffolk Technologies, with additional support to Suffolk Global leadership and team members as needed.
• Manage complex, frequently changing calendars across multiple domestic and international time zones, proactively identifying conflicts, prioritizing commitments, and ensuring leaders are prepared for meetings.
• Coordinate internal and external meetings across multiple stakeholders, offices, countries, and time zones.
• Manage comprehensive domestic and international travel arrangements, including flights, hotels, car services, ground transportation, and detailed itineraries.
• Coordinate international travel requirements, including visas, passport documentation, and other necessary travel logistics.
• Partner with global teams and external contacts to coordinate schedules, meetings, travel, and other logistical needs.
• Prepare and process expense reports accurately and efficiently, including expenses associated with domestic and international travel.
• Draft, format, proofread, and organize presentations, reports, meeting materials, and executive communications.
• Maintain organized files, departmental documentation, contact lists, and distribution lists across Suffolk Technologies and Suffolk Global.
• Handle confidential and sensitive business information with a high level of professionalism, discretion, and sound judgment.
• Anticipate executive needs and proactively address scheduling, travel, logistical, and administrative priorities in a fast-paced, global environment.

Meeting & Event Coordination

• Coordinate leadership meetings, team meetings, offsites, department summits, and other internal and external events.
• Prepare agendas, meeting materials, presentations, and other supporting documentation.
• Capture meeting notes and action items when needed and help ensure appropriate follow-up.
• Manage event logistics including conference rooms, technology, catering, materials, transportation, and on-site support.
• Partner closely with other Executive Assistants and internal teams to ensure seamless coordination across the organization.

Team & Operational Support

• Assist with the preparation and distribution of recurring reports, presentations, and team updates.
• Maintain departmental trackers, templates, files, and organizational systems.
• Help ensure accuracy, consistency, and professionalism across team materials and communications.
• Support special projects and broader team initiatives as business needs evolve.
• Identify opportunities to improve administrative processes and help create greater efficiency across the team.

What Success Looks Like

• Is proactive and anticipates needs rather than waiting for direction.
• Can confidently manage competing priorities and frequent changes.
• Maintains exceptional attention to detail, even in a fast-paced environment.
• Communicates professionally and effectively with executives and stakeholders at all levels.
• Demonstrates strong judgment and knows how to prioritize urgent versus important matters.
• Is comfortable operating with discretion around confidential business and financial information.
• Brings a flexible, collaborative, and solutions-oriented approach to their work.
• Takes ownership and follows through consistently.

Qualifications

• 5+ years of experience as an Executive Assistant, Senior Administrative Assistant, or in a comparable executive support role.
• Demonstrated experience supporting senior executives or leadership teams in a fast-paced corporate environment.
• Proven ability to manage complex calendars, travel, meetings, events, and competing priorities.
• Exceptional organizational and time-management skills with strong attention to detail.
• Excellent written, verbal, and interpersonal communication skills.
• Advanced proficiency in Microsoft Outlook, PowerPoint, Excel, and Word.
• Strong PowerPoint skills and the ability to prepare polished, executive-ready materials.
• Ability to work…