Executive Assistant; Newton, MA

Position: Executive Assistant (Newton, MA)
Description

Burns & McDonnell is seeking a highly motivated Executive Assistant to provide executive and office-level administrative and operational support to the Boston Branch Vice President and provide general administrative support for the office. This role serves as a trusted partner to leadership and the broader team, ensuring seamless operations and delivering a consistent, high-quality office experience in a growing, dynamic environment.

This position combines traditional executive support with office administration operations for a Boston office of approximately 70 professionals. The role also collaborates closely with the Northeast Region Executive Assistant and across the Northeast Region to support administrative consistency and provides coordination support to other satellite offices.

The ideal candidate is proactive, highly organized, and operates with a strong sense of ownership, discretion, and professionalism. This individual will play a critical role in enabling leadership effectiveness and fostering a positive, high-performing office culture.

Key Responsibilities

Executive Support

+ Provide comprehensive executive-level support, including complex calendar management, travel coordination, and meeting logistics.

+ Act as a strategic partner in managing time, priorities, and competing demands while maintaining a responsive and accessible leadership presence.

+ Draft, review, and manage communications on behalf of the Vice President, including correspondence with senior internal and external stakeholders.

+ Coordinate directly with client executives, partners, and their administrative teams to manage scheduling and logistics.

+ Prepare high-quality materials, including presentations, reports, agendas, and meeting summaries.

+ Support leadership team coordination, including scheduling, communications, and alignment across direct reports.

+ Handle sensitive and confidential information with the highest level of discretion.

+ Manage expense reporting, approvals, and administrative processes, including invoices, contracts, and document routing.

Boston Office Administration, Operations & Experience

+ Serve as the primary coordinator for Boston office operations, ensuring a consistent Burns & McDonnell office experience aligned with regional standards.

+ Lead coordination of office events and engagement activities, fostering a connected and inclusive culture.

+ Manage day-to-day office needs, including supplies, vendor coordination, mail distribution, and facilities-related items.

+ Act as a point of contact for office-related issues and coordinate timely resolution.

+ Support onboarding logistics for new hires, ensuring a professional and welcoming experience.

+ Coordinate meeting space, catering, and logistics for internal and external events.

+ Maintain office seating coordination and support ongoing space planning as the office grows.

+ Promote a positive office environment.

Regional Coordination & Administrative Support

+ Collaborate with the Northeast Region Executive Assistant and the administrative team to ensure consistency in processes, standards, and execution.

+ Provide administrative support and coordination to the Portland, ME office as needed in partnership with the local Office Coordinator.

+ Assist in sharing best practices and supporting alignment across regional offices.

Employee-Owner Mindset

As an employee-owned company, Burns & McDonnell values individuals who think and act like owners. This role requires:

+ A strong sense of accountability and pride in outcomes.

+ A proactive approach to improving the office and executive operations.

+ A commitment to supporting colleagues and contributing to overall team success.

+ Thoughtful stewardship of company resources, time, and investments.

Innovation & Continuous Improvement

This role is expected to actively leverage technology and modern tools to enhance effectiveness and efficiency, including:

+ Identifying and implementing opportunities for process automation and workflow improvement.

+ Utilizing AI-enabled tools and digital solutions to streamline scheduling, communication, document preparation, and administrative processes.

+ Continuously evaluating how work is performed and introducing smarter, more efficient ways to operate.

+ Serving as an early adopter and advocate for new tools that improve productivity and the overall employee experience.

+ Performs other duties as assigned.

+ Complies with all policies and standards.

Qualifications

+ Bachelor's degree and 5 years of administrative experience required; or 9 years of applicable experience may be substituted in lieu of a degree.

+ Demonstrated experience providing executive-level support in a fast-paced, professional environment.

+ Proven ability to manage complex schedules, competing priorities, and high-volume coordination.

+ Exceptional organizational skills and attention to detail.

+ Strong written and verbal communication skills.

+ Ability to work independently, exercise sound judgment, and maintain…