Executive Assistant, Suffolk Design

Perform a variety of administrative duties, such as typing reports and memos, maintaining computer databases 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 maintain image databases directly with Suffolk Pursuit Marketing and Corporate Marketing teams

• Attend Suffolk Design meetings and take

• Perform 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 apply 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

• 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 graphic design skills and the ability to apply those skills in assisting the preparation of PowerPoint and printed presentation material is a plus

• Marketing Experience is a plus but not required

• Basic Math and standard English grammar and usage

• Strong written and verbal communication

• Construction experience helpful, but not necessary and/or required departmental experience necessary

• Technology experience helpful, but not 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 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.

The expected salary range for this position (Executive Assistant) in Boston, MA is between $89,000 and $121,000 USD. This represents the typical salary range for this position and is just one component of Suffolk's total compensation package. Actual salaries may be based on several factors including, but not limited to, skill set, experience, education and other qualifications. Suffolk offers a comprehensive benefits package as part of its overall compensation strategy. Salary ranges may differ by geography and are reviewed regularly to reflect market trends.