Executive Assistant

About Suffolk:

Suffolk is a national enterprise that invests, innovates, and builds. We provide value throughout the entire project lifecycle by leveraging our core construction management services with vertical service lines that include real estate capital investment, design, self-perform construction services, technology start-up investment and innovation research and development. We have $4.5 billion in annual revenue, 2,400 employees, and main offices in Boston (headquarters), New York, Miami, West Palm Beach, Tampa, Estero, Dallas, Los Angeles, San Francisco, and San Diego. We serve clients in every major industry sector, including health care, science and technology, education, gaming, transportation and aviation, and commercial. Suffolk is privately held and is led by founder, chairman and CEO John Fish. We’re ranked #23 on the Engineering News Record list of “Top 400 Contractors.” And we’re proud to be a certified 2022 “Great Place to Work.” 

The Role:

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. 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.

Location: 

Onsite position at Suffolk's Boston Headquarters. 

• Perform a variety of administrative duties, such as producing reports and memos, maintaining computer database, files and performing advanced administrative tasks for top executives
• Assist in the coordination, supervision and completion of special projects, including the use of Excel and Powerpoint
• 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
• Identify problems and implement or recommend solutions
• Organize, prioritize, and coordinate assignments
• Identify and analyze critical issues and recommend solutions to problems
• Interpret and apply policies and procedures within limits of authority
• Coordinate and attend management meetings, responsible for distribution of agendas, compiling of papers, minutes and document management

• 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 Excel, Word, PowerPoint, database management, email and internet search engines
• Excellent written communication skills, including business writing
• Construction experience helpful, but not necessary and/or required departmental experience necessary
• 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

While performing the duties of this job, the employee is regularly required to sit for long periods of time; talk or hear; perform fine motor, hand and finger skills in the use of a keyboard, telephone, or writing. The employee is frequently required to stand; walk; and reach with arms and/or hands. Specific vision abilities include close vision, distance vision, depth perception and the ability to adjust focus. The employee will spend their time in an office environment with a quiet to moderate noise level. Job site walking.

Suffolk provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, pregnancy or maternity, national origin, citizenship, genetic information, disability, protected veteran, gender identity, age or any other status protected by law.  This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment.  Suffolk will not tolerate any unlawful discrimination toward, or harassment of, applicants or employees by anyone at Suffolk, or anyone working on behalf of Suffolk.