Executive Assistant, Scheduling & Logistics

Suffolk Construction•Boston, MA

2d•$99,000 - $139,000•Onsite

About The Position

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.

Requirements

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

Nice To Haves

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

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.