Executive Assistant

Suffolk Construction•Boston, MA

33d•Onsite

About The Position

We’re seeking an Executive Assistant to support senior executives based out of our Boston office. The EA must be highly resourceful and enjoy working within an entrepreneurial environment that is mission and results driven and community oriented. At the same time, the candidate must be highly organized and professional, with experience interacting with senior executives and high net worth individuals, and able to carry out their duties in an independent manner. 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. While the primary focus of the role is administrative support, there will opportunities over time to take on additional coordination responsibilities and support departmental initiatives. This role is based on‑site in our vibrant Boston office. Standard hours begin around 7:30 a.m., with some earlier starts required based on team meetings.

Requirements

Bachelor’s degree and 4+ years of 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 communications
Candidate must possess Suffolk’s Core Values: Passion, Integrity, Hard Work, Professionalism, and Caring
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

Nice To Haves

Construction or venture capital experience helpful, but not necessary
and/or required 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, files and performing advanced administrative tasks for top executives
Perform duties of a highly confidential nature
Schedule Executive travel arrangements
Maintain Executive calendar; coordinate appointments, events and meetings
Maintain Executive email
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
Coordinate and attend management meetings, responsible for distribution of agendas, compiling of papers, minutes and document management
Interpret and apply policies and procedures within limits of authority
Support speicial projects by: Identifying problems and implementing or recommend solutions Organizing, prioritizing, and coordinating assignments Identify and analyze critical issues and recommend solutions to problems