Executive Assistant, Scheduling & Logistics

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.

• Support recurring executive rhythms (weekly, monthly, quarterly cadences), including locking dates in advance and managing blackout periods.
• 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.
• Provide same-day adjustments and rapid re-plans when priorities shift; document decisions and communicate updates to impacted parties.
• Coordinate and attend management meetings; responsible for distribution of agendas, compiling of papers, minutes, and document management.
• 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.
• 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.
• Coordinate closely with security, facilities, reception, and events for on-site visits, board-adjacent meetings, and VIP guest logistics.
• Schedule Executive travel arrangements and manage logistics (flights, hotels, ground, changes, and contingency plans).
• Process and reconcile travel/expense items timely; track travel changes and communicate impacts to stakeholders.
• Maintain Executive’s complex, dynamic calendar; coordinate appointments, events, and meetings across time zones and with internal/external stakeholders.

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.

EEO Statement

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.

• Technology experience helpful, but not necessary
• Able to work effectively as part of a team and productively maintain confidentiality of information
• 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
• Good written communication
• Proficiency with Microsoft Outlook/Teams/Excel and travel/expense tools (e.g., Concur or equivalent).
• Communicate effectively with others individually as well as in small and large groups.
• Construction experience helpful, but not necessary and/or required departmental experience necessary
• Basic Math and standard English grammar and usage
• Must be able to work independently with minimum supervision, use independent judgment and leadership techniques
• Demonstrated expertise managing senior-level calendars and high-volume scheduling with complex constraints (multiple time zones, frequent changes, and confidential engagements).
• Computer applications used in general office settings, including word processing, spreadsheet, database management, email and internet search engines
• Must be tactful and use discretion
• Candidate must possess Suffolk’s Core Values: Passion, Integrity, Hard Work, Professionalism, and Caring

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.

Working Conditions