Administrative Operations Manager, Operational Excellence

About Suffolk

Suffolk is a national enterprise that builds, innovates and invests. Suffolk is an end-to-end business that provides value throughout the entire project lifecycle by leveraging its core construction management services with vertical service lines that include real estate capital investment, design, self-perform construction services, technology start-up investment (Suffolk Technologies) and innovation research/development.

Suffolk – America’s Contractor – is a national company with more than $5.0 billion in annual revenue, 2,600 employees, and main offices in Boston (headquarters), New York City, Miami, West Palm Beach, Tampa, Estero, Dallas, Los Angeles, San Francisco, and San Diego. Suffolk manages some of the most complex, sophisticated projects in the country, serving clients in every major industry sector, including healthcare, life sciences, education, gaming, transportation/aviation, government, mission critical and commercial. Suffolk is privately held and is led by founder, 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.

Position Overview: 

Suffolk’s Operational Excellence department is redefining how we drive project delivery and predictability across the company. The Manager, Ops Ex is one of the most important roles in this mission — a highly organized, detail-obsessed operator who ensures the VP and Director-level leadership team are supported, priorities are executed flawlessly, and department initiatives run smoothly.

You will be plugged into key initiatives, ensuring action items are captured and executed, deliverables are prepared with precision, and complex logistics are coordinated across a large organization. The ideal candidate is hungry, resourceful, and thrives in a fast-paced environment where excellence is the standard. You bring an endless passion for perfection — producing high-quality work, catching errors before anyone else, and taking pride in doing things exceptionally well.

You’ll work across the organization with various levels of collaborators, from administrative support functions to department heads, to operational leaders, building the connections needed to move work forward. There is a significant opportunity to gain exposure to some of the most important initiatives Suffolk is driving. While the initial focus will be on providing exceptional executive support, logistics coordination, and deliverable preparation, this role offers a clear growth path toward taking on greater ownership of projects and department initiatives. The right candidate will have the opportunity to expand beyond core responsibilities into project leadership, cross-functional coordination, and eventually, a trusted advisor role within the department.

Key Responsibilities: 

Leadership Team Enablement

• Stay closely connected to department priorities, understanding context to provide the right support at the right time.
• Prepare polished, executive- and Office of the CEO–facing deliverables, including decks, reports, and communications, with zero errors.
• Proofread all materials for accuracy, grammar, brand alignment, and clarity — developing enough knowledge of the construction industry to detect terminology or data errors.
• Capture detailed meeting minutes, maintain action item trackers, and provide regular status updates.
• Navigate the executive leadership structure effectively to schedule meetings, gather information, and advance initiatives.

Calendar, Logistics & Coordination

• Manage complex, dynamic calendars for the VP and Director group, anticipating conflicts and reprioritizing as needed.
• Coordinate intricate travel arrangements, itineraries, and expenses with accuracy and timeliness.
• Plan and execute department events, offsites, and summits — including being the thought leader for logistics, materials preparation, and on-site support.
• Coordinate across multiple departments and stakeholders to align schedules, resources, and deliverables.

Operational & Departmental Support

• Create, run, and deliver weekly operational reports with accuracy and attention to detail.
• Maintain clear, concise documentation for departmental initiatives, including meeting records, action trackers, and project updates.
• Develop presentations for internal and external meetings, incorporating Suffolk branding and value propositions, and making design/content recommendations.
• Maintain current departmental materials, including organization charts, project trackers, and contact lists.
• Partner with administrative and operational support teams across Suffolk to share information, align efforts, and connect resources.

Commitment

• This role supports senior leadership in a fast-paced, dynamic environment where priorities can shift quickly.
• The right candidate will be comfortable working extended hours, including early mornings, evenings, and occasional weekends, to meet critical deadlines and support time-sensitive priorities.
• Flexibility, responsiveness, and a willingness to “go above and beyond” are essential to success in this position.

Path to Growth

• Learn Suffolk’s operations — including our clients, project delivery model, and areas of risk — to better support leadership priorities.
• Gain a working knowledge of the AEC industry and Suffolk’s operational processes.
• Take ownership of select projects, events, and process improvements over time.
• Build toward becoming a true thought partner to the VP and leadership team.

Qualifications:

• 5+ years in a senior administrative, executive assistant, or operations role; large organization experience preferred.
• Exceptional attention to detail with a track record of producing accurate, high-quality work.
• Demonstrated passion for doing things well, with a commitment to excellence in all deliverables.
• Exceptional communication skills — written, verbal, and interpersonal — with the ability to represent leadership professionally.
• Proven success coordinating complex logistics and managing multiple moving parts across teams.
• Advanced proficiency in MS Office Suite (especially PowerPoint and Excel); familiarity with Procore, Bluebeam, or similar platforms preferred.
• Discretion in handling confidential and sensitive information.
• Highly organized, adaptable, and proactive in anticipating needs.
• Bachelor’s degree preferred; equivalent relevant experience considered.

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 stands; 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.