Executive Assistant, Suffolk Design

Suffolk Construction•Boston, MA

1d•Onsite

About The Position

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 con nect 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 , including Boston (headquarters), New York City, Miami, West Palm Beach, Tampa, Estero, Dallas, Los Angeles, San Francisco, San Diego, Las Vegas, Herndon, U.S. Virgin Islands , and other key markets. 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 found er, chairman and CEO John Fish. Suffolk is ranked #8 on ENR’s list of “Top CM-at-Risk Contractors.” For more information, visit www.suffolk.com and follow Suffolk on Facebook , Twitter , LinkedIn , YouTube , and Instagram . 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. Benefits include, 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 and more.  For more information, click here . The Role: Suffolk Design, Suffolk’s in-house architecture and engineering group, is seeking an Executive Assistant /Office Manager to support our senior executive leadership and manage day-to-day administration of our grow ing office . The EA /Office Manager must be highly resourceful and enjoy working within a design-centric 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 EA must be able to work under pressure, at times, to handle a variety of regional and corporate activities and confidential matters with discretion . Additionally, the EA/Office Manager will be relied upon to assist firm leadership in the preparation of internal and external presentation materials and proposals.

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
Strong written and verbal communication
Basic Math and standard English grammar and usage
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
Candidate must possess Suffolk’s Core Values: Passion, Integrity, Hard Work, Professionalism, and Caring

Nice To Haves

Strong g raphic design skills and the ability to apply those skills in assist ing the preparation of PowerPoint and printed presentation material is a plus
Marketing Experience is a plus but not
Construction experience helpful, but not necessary and/or departmental experience necessary
Technology experience helpful, but not necessary

Responsibilities

Perform a variety of administrative duties, such as typing reports and memos, maintaining computer database s and trackers , files and performing advanced administrative tasks for Suffolk Design leadership
Order and stock office supplies and manage office expense budget
Maintain and direct others to maintain a tidy office space
Assist in the coordination, supervision and completion of special projects , including the preparation of presentations
Actively m aintain image databases directly with Suffolk Pursuit Marketing and Corporate Marketin g t eams
Attend Suffolk Design meetings and take
Perfor m duties of a highly confidential nature
Schedule Executive travel arrangements
Maintain Executive calendar; coordinate appointments, events and meetings
Compose correspondence, reports, forms, and other documents independently
Develop and maintain computerized spreadsheets and databases to enter information and generate reports
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
Identify problems and implement or recommend solutions
Organize, prioritize, and coordinate assignments
Identify and analyze critical issues and recommend solutions to problems
Interpret and policies and procedures within limits of authority
Welcome visitors to 100 MAG, the Suffolk Design and Technology building
Organize Suffolk Design events, supporting directors and executives in coordinating logistics , food & beverage, visitor arrivals
Coordinate and attend management meetings, responsible for distribution of agendas, compiling of papers, minutes and document management