Apply on Employer Site

Suffolk Construction · 11 hours ago

Executive Assistant, Scheduling & Logistics

Boston, MA

Full-time

Onsite

Mid, Senior Level

$99K/yr - $139K/yr

4+ years exp

Suffolk Construction is a national enterprise that builds, innovates, and invests in various sectors. They are seeking an Executive Assistant, Scheduling & Logistics to support a C-Suite Executive in their Boston office, focusing on calendar management, meeting logistics, and travel coordination while maintaining confidentiality and effective communication.

Civil EngineeringConstructionService Industry

Growth Opportunities

H1B Sponsor Likely

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 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

Qualification

Calendar managementTravel coordinationMicrosoft OutlookWritten communicationOrganizational skillsDiscretionIndependent judgmentBasic research methodsConstruction experienceTechnology experienceTeam collaboration

Required

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, spreadsheet, database management, email and internet search engines

Basic Math and standard English grammar and usage

Good written communication

Must be able to work independently with minimum supervision, use independent judgment and leadership techniques

Must be tactful and use discretion

Able to work effectively as part of a team and productively maintain confidentiality of information

Demonstrated expertise managing senior-level calendars and high-volume scheduling with complex constraints (multiple time zones, frequent changes, and 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

Preferred

Construction experience helpful, but not necessary and/or required departmental experience necessary

Technology experience helpful, but not necessary

Benefits

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

Company

Suffolk Construction

Glassdoor4.3

Suffolk Construction is a construction contracting company.

Founded in 1982

Boston, Massachusetts, USA

1001-5000 employees

https://www.suffolk.com

H1B Sponsorship

Suffolk Construction has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (32)

2024 (11)

2023 (13)

2022 (12)

2021 (4)

2020 (5)